Executive/Admin Assistant

Key Responsibilities

* Provide day-to-day administrative and executive support.
* Manage emails and correspondence using Gmail.
* Manage schedules and appointments using Google Calendar.
* Prepare and send invoices for required deposits and payments using QuickBooks Online (QBO).
* Contact clients regarding overdue payments and follow up on outstanding invoices.
* Assist with filing liens for unpaid customer accounts, following established procedures.
* Submit required workers’ compensation details.
* Learn to use UKG to input information as needed. Payroll processing and submission are not part of this role.
* Enter jobs into the company's timecard system.
* Follow established Standard Operating Procedures (SOPs).
* Assist with documenting processes using Scribe.
* Learn and use a planned CRM dashboard when implemented.
* Perform other administrative tasks as assigned.

Qualifications

* Previous experience as an Executive Assistant, Administrative Assistant, or Virtual Assistant.
* Experience with QuickBooks Online, invoicing, or collections is an advantage.
* Proficiency in Gmail and Google Calendar.
* Strong written and verbal English communication skills.
* Comfortable making professional calls regarding outstanding payments.
* Excellent organizational skills and attention to detail.
* Ability to work independently, manage multiple priorities, and meet deadlines.
* Willingness to learn new systems and follow established procedures.

Experience in the construction, restoration, or a related industry is a plus.

Ideal Candidate

We are looking for someone dependable, resourceful, and detail-oriented who can handle administrative responsibilities while assisting with invoicing and payment follow-ups. The ideal candidate takes initiative, communicates professionally, and maintains accurate records.