Executive Assistant
2 days ago
You'll enter and code financial transactions (with construction cost codes/job costing), manage AP/AR, keep records organized and pitch in on general admin (follow-ups, document prep, scheduling support
Construction industry experience and fluency in QuickBooks is key.
Key Responsibilities: Bookkeeping & Finance (Construction-centric) ● Enter and code bills, expenses, and credit card transactions in QuickBooks using the correct cost codes, classes, jobs, and sub-jobs; maintain accurate job costing ● Manage Accounts Payable: vendor entry, W-9 collection, COI tracking, PO/bill matching, due-date tracking, and preparation of payment runs ● Manage Accounts Receivable: create/send invoices (including progress draws), record deposits, apply payments and follow up on past-due balances ● Perform bank/credit card reconciliations; maintain clean, audit-ready ledgers and document trails ● Organize and archive receipts, lien waivers, subcontractor agreements, change orders, and other source docs. Construction & Building-Supply Operations Support ● Prepare simple bid/quote comparisons (line-item spreadsheets) for subcontractor and supplier proposals ● Track change orders and budget updates; maintain job files and cost-to-complete snapshots ● Assist the building-supply company with order entry, PO creation, receiving confirmations and inventory-adjacent data entry (e.g., SKU/description clean-up in spreadsheets or QuickBooks Items ● Coordinate document requests and status updates with subs, vendors, inspectors, and clients as needed
Administrative & Executive Support ● Maintain shared spreadsheets, trackers, and digital filing (Google Drive ● Draft and format letters, proposals and simple templates; convert to PDF and route for signature ● Run routine reports (open PO, AP aging, AR aging, job profitability snapshots ● Provide clear, proactive updates to ownership on task status, blockers, and deadlines
Required Qualifications ● 2–4+ years of bookkeeping and/or executive admin experience with hands-on QuickBooks (Online or Desktop ● Construction accounting familiarity: cost codes, job costing, progress billing, change orders, subcontractor/vendor documentation ● Strong Excel/Google Sheets skills (sorting, filters, lookups, pivots a plus) and Google Workspace/Drive file organization ● Excellent written and verbal English; clear, professional communication with vendors, subs and customers ● High attention to detail, confidentiality and follow-through; comfortable prioritizing in a fast-moving environment
Nice to Have ● Experience in a residential GC and/or building-supply environment (POs, receiving, SKU/Item hygiene ● Knowledge of bill-pay platforms (e.g., ), receipt capture tools or project/field systems (e.g., Buildertrend, Procore—helpful but not required ● Basic understanding of lien waivers, COIs and subcontractor onboarding
What Success Looks Like (First 90 Days) ● Day 30: AP/AR cycles are current; cost codes and job tags are consistently applied; reconciliations on cadence ● Day 60: Reliable weekly reporting (AP/AR ageings, job-cost snapshots); organized digital filing across both companies ● Day 90: Owners receive proactive status updates; month-end closes smoothly; fewer bottlenecks and faster vendor/client responses
Tools We Use ● QuickBooks, Google Workspace (Gmail, Drive, Docs, Sheets), PDF tools and basic spreadsheet models. (Bill-pay, receipt capture or project systems may be added Why Join Assist World?
% REMOTE $50 birthday bonus $200 testimonial bonus $300 tenure bonus every 6 months $500 entry monthly raffle NO TRACKER. NO PROBLEM
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