Executive/Admin Assistant

Employment Type: Full-Time

We are looking for a proactive, organized, and detail-oriented Executive/Admin Assistant to provide day-to-day administrative support and assist with invoicing, collections, and other business operations.

The ideal candidate is comfortable managing administrative tasks, communicating professionally with clients, and learning new systems and processes.

• Provide day-to-day administrative and executive support.
• Manage emails and correspondence using Gmail.
• Manage schedules and appointments using Google Calendar.
• Prepare and send invoices for required deposits and payments using QuickBooks Online (QBO).
• Contact clients regarding overdue payments and follow up on outstanding invoices.
• Assist with filing liens for unpaid customer accounts, following established procedures.
• Submit required workers’ compensation details.
• Learn to use UKG to input information as needed. Payroll processing and submission are not part of this role.
• Enter jobs into the company's timecard system.
• Follow established Standard Operating Procedures (SOPs).
• Assist with documenting processes using Scribe.
• Learn and use a planned CRM dashboard when implemented.
• Perform other administrative tasks as assigned.

• Previous experience as an Executive Assistant, Administrative Assistant, or Virtual Assistant.
• Experience with QuickBooks Online, invoicing, or collections is an advantage.
• Proficiency in Gmail and Google Calendar.
• Strong written and verbal English communication skills.
• Comfortable making professional calls regarding outstanding payments.
• Excellent organizational skills and attention to detail.
• Ability to work independently, manage multiple priorities, and meet deadlines.
• Willingness to learn new systems and follow established procedures.

Experience in the construction, restoration, or a related industry is a plus.

We are looking for someone dependable, resourceful, and detail-oriented who can handle administrative responsibilities while assisting with invoicing and payment follow-ups. The ideal candidate takes initiative, communicates professionally, and maintains accurate records.

Originally posted on Himalayas