We’re seeking a dependable, detail-obsessed Executive Assistant who will own day-to-day bookkeeping and operational admin across two related businesses.

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).

● 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.

● 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.

● 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.

● Experience in a residential GC and/or building-supply environment (POs, receiving, SKU/Item hygiene).

● Knowledge of bill-pay platforms (e.g., Bill.com), receipt capture tools or project/field systems (e.g., Buildertrend, Procore—helpful but not required).

● Basic understanding of lien waivers, COIs and subcontractor onboarding.

● 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.

● QuickBooks, Google Workspace (Gmail, Drive, Docs, Sheets), PDF tools and basic spreadsheet models. (Bill-pay, receipt capture or project systems may be added.)

$800 - $1,100 a month

100% REMOTE

$50 birthday bonus

$200 testimonial bonus

$300 tenure bonus every 6 months

$500 entry monthly raffle

NO TRACKER. NO PROBLEM!