Executive Administrative Assistant

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Level 9 Virtual

WebsiteLinkedInAll Job Openings

51 - 200 employees

📣 Marketing

📦 Logistics

✈️ Travel

Marketing • Logistics • Travel

Level 9 Virtual is a company that specializes in providing trained and experienced virtual assistants (VAs) to businesses, ensuring increased productivity and profitability. Their services include dedicated VAs, project-based VA teams, live answering services, website design, custom list building, paid ads management, and bookkeeping. They employ a proprietary Personality and Skills Profile Match system to perfectly align VAs with client needs. Level 9 Virtual focuses on delivering quality and efficient assistance, helping reduce workload while enhancing business growth and freedom for entrepreneurs.

📋 Description

• 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

🎯 Requirements

• 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 working in the roofing, construction, restoration, or contracting industry • Preferred: familiarity with job costing and assigning expenses to specific jobs • Preferred: experience processing payments for crews and subcontractors • Preferred: familiarity with insurance-related processes and adjuster fees