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

Salary: $5 - $7 Depends on Experience
Originally posted on Himalayas