Executive Assistant – QuickBooks, Billing & Customer Support

Fast Vacuum Repair (Makro Supply LLC) is a vacuum repair company based in Houston, Texas. We manage a nationwide network of field technicians through a central dispatch team. Work comes to us from partner companies, goes to dispatch, then to a technician, and finishes with parts, completion, and an invoice. I am the owner. Today I am still handling invoicing, payment tracking, and partner email s myself, and it keeps me stuck in daily operations instead of growing the company. I am hiring one reliable assistant, long term, to take that work off my desk. You will work directly with me. You are not running dispatch - we have a dispatch team for that. You own the money side and the communication side, and you keep me organized. You do not need to be an accountant. You need to be organized, write well in English, and be genuinely comfortable with numbers. SCHEDULE AND PAY Type: Full Time, long term Hours: 40 hours per week, Monday to Friday Schedule: 7am - 3pm Salary: $[1,200 - 1,600] USD per month Payment: Wise, paid bi-weekly YOUR RESPONSIBILITIES 1. BILLING IN QUICKBOOKS ONLINE - Invoice jobs as soon as they are marked complete (review invoicing) - Make sure no completed job goes uninvoiced - Track payments and unpaid invoices - Send payment reminders and follow up on overdue accounts - Keep customer and partner records accurate 2. PARTNER AND CUSTOMER COMMUNICATION - Handle email with our partner accounts during your shift - Answer questions about job status, pricing, and billing - Pull job updates from our dispatch team and relay them to partners - Escalate urgent issues or unhappy partners to me right away - Keep communication professional, warm, and fast 3. FINANCE AND ADMIN SUPPORT - Track and categorize expenses - Prepare technician contractor payments for approval - Organize receipts, vendor bills, and parts costs - Keep our financial records clean and current in QuickBooks 4. WEEKLY REPORTING Send me one clear report every week covering: - Money collected and money outstanding - Overdue accounts, and how far overdue - Jobs completed vs jobs invoiced - Anything you notice that looks wrong or is slipping Maintain a simple spreadsheet I can review in a few minutes. 5. EXECUTIVE SUPPORT - Keep my priorities and follow-ups organized - Prepare information I need before partner calls - Data entry, file organization, and small projects - Write simple step-by-step documentation for the tasks you take over, so the process is written down and repeatable REQUIREMENTS - 2+ years as an executive assistant, virtual assistant, or in a billing or customer support role - Excellent written English. You will be email ing our business partners directly - Experience with QuickBooks Online or a similar invoicing tool. You should already understand invoices, payments, and receivables - Comfortable building simple reports in Google Sheets or Excel - Very organized. You follow up without being reminded - Can work US business hours consistently - Reliable internet, a backup connection, and a quiet workspace - Independent. I am usually not at a desk. I need someone who solves problems instead of waiting for instructions NICE TO HAVE - Experience with a repair, service, field service, or trades business - Experience working with business-to-business accounts - Familiarity with dispatch or work order software - Experience writing SOPs or process documentation WHAT SUCCESS LOOKS LIKE 30 days - You are invoicing completed jobs and handling routine partner email without me checking behind you 60 days - Overdue invoices are going down. I am no longer answering billing questions myself 90 days - Our books are current, your weekly report is something I rely on, and you have documented the process you run HOW TO APPLY Send your application with: 1. A short introduction in your own words about your experience supporting a business owner 2. Your