Executive Administrative Assistant
Please mention DailyRemote when applying
AI Summary
The role involves providing comprehensive administrative, accounting, and operational support, including CRM management and data entry. Responsibilities also include processing invoices, managing labor bills, and maintaining accurate financial records within QuickBooks Online and AccuLynx.
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
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