Executive Administrative Assistant

Executive Administrative Assistant

We are seeking a highly organized, detail-oriented, and dependable Executive Administrative Assistant to provide administrative, accounting, and operational support.

The ideal candidate is proactive, comfortable managing multiple responsibilities, and has hands-on experience with QuickBooks Online (QBO) and AccuLynx. This position involves a combination of administrative support, CRM management, data management, billing, and day-to-day operational tasks.

Key Responsibilities

• Perform administrative tasks, data entry, and data mining
• Manage and maintain accurate records in the CRM
• Assist with CRM management and marketing automation
• Upload and organize material and labor bills
• Process and pay invoices and bills
• Apply invoices and credits to the appropriate jobs
• Prepare and process weekly checks for crews and subcontractors
• Process and track adjuster fees
• Maintain accurate job-related billing and payment records
• Monitor and respond to emails
• Handle and return calls received through the answering service
• Maintain organized and up-to-date records across QuickBooks Online and AccuLynx
• Provide additional administrative and operational support as needed

Qualifications

• Hands-on experience with QuickBooks Online (QBO) – Required
• Hands-on experience with AccuLynx – Required
• Previous experience in an administrative or executive administrative support role
• Experience with invoicing, billing, accounts payable, or bookkeeping-related tasks
• Experience with CRM management and data entry
• Strong attention to detail and accuracy
• Excellent written and verbal English communication skills
• Strong organizational and time-management skills
• Ability to prioritize tasks and manage recurring deadlines
• Comfortable handling emails and phone communication
• Ability to work independently and take initiative

Preferred Experience

• Experience working in the roofing, construction, restoration, or contracting industry
• Familiarity with job costing and assigning expenses to specific jobs
• Experience processing payments for crews and subcontractors
• Familiarity with insurance-related processes and adjuster fees