Administrative & Bookkeeping Assistant (U.S./Canada/UK background is required)

- Provide daily administrative support to project managers and the operations team.

- Manage calendars, scheduling, emails, and routine correspondence.

- Organize and maintain digital files, records, and project documentation.

- Maintain accurate project information in company systems, including Job Thread/FSM.

- Assist with tracking project-related tasks, information, and documentation.

- Perform general administrative and operational support as needed.

- Create, issue, and track invoices using QuickBooks.

- Maintain accurate records of invoices, payments, and accounts receivable.

- Monitor outstanding balances and follow up with clients regarding overdue payments.

- Follow up with clients when additional billing or payment information is required.

- Perform basic bookkeeping and financial record-keeping tasks.

- Assist with reconciling and organizing payment-related information.

- Maintain accurate and up-to-date financial records.

- Assist with preparing client proposals using company templates, previous examples, and available resources.

- Use ChatGPT and other AI tools to assist with drafting, formatting, and organizing proposal content when appropriate.

- Prepare and track Certificates of Insurance (COIs).

- Prepare credit card authorization forms and other client or project documentation.

- Maintain organized records of required forms and supporting documents.

- Assist with regulatory documentation and notifications for agencies such as the Department of Health and EPA.

- Follow up on documentation requirements and ensure materials are completed and submitted on time.

Hard Requirements:

- Previous experience in administrative support, virtual assistance, bookkeeping, office administration, or operations support.

- Working knowledge of QuickBooks and Microsoft Excel.

- Experience with invoicing, payment tracking, accounts receivable, or basic bookkeeping.

- Strong written and verbal English communication skills.

- Excellent organizational and time-management skills.

- Strong attention to detail and accuracy.

- Comfortable using ChatGPT or similar AI tools to support administrative and documentation tasks.

- Ability to work independently with minimal supervision.

- Ability to manage multiple priorities and deadlines.

- Comfortable working with remote teams and cloud-based systems.

- Must have grown up in the United States, Canada, or the United Kingdom.

- Open to expatriates who have relocated abroad and are currently working or living remotely.

- Must be comfortable communicating with North American clients and working within North American business processes.

- Previous experience in construction, restoration, environmental services, or a related industry.

Schedule:

HOURS/WEEK:

- 40 Hours/Week

- Monday-Friday 12:00PM-8:00PM EST

Offer and Benefits:

- Weeks 1–8: $8 USD/hour

- Weeks 9-16: $9 USD/hour

- Weeks 17 onwards: $10 USD/hour

Originally posted on Himalayas