Executive Assistant – Accounting, Administrative Support

🔥 0 minutes ago

🇵🇭 Philippines – Remote

⏰ Full Time

🟡 Mid-level

🟠 Senior

🧑‍🏫 Bookkeeping and Clerks

👻 Ghost score 14%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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Virtual Assist

WebsiteLinkedInAll Job Openings

11 - 50 employees

📣 Marketing

📦 Logistics

💼 Consulting

Marketing • Logistics • Consulting

Virtual Assist is a service that provides expert virtual assistants to help business owners delegate busy tasks such as admin, emails, and social media management. By freeing up time, Virtual Assist enables clients to focus on growing their businesses and making impactful decisions without being overwhelmed by routine responsibilities. Whether for small business owners or financial advisors, the company aims to enhance productivity and streamline operations at a cost-effective rate.

📋 Description

• Provide accounting, administrative, and estimating support to company leadership at a growing custom remodeling/design-build company. • Review, organize, code, and process vendor bills in Bill.com and QuickBooks Online. • Apply correct Class, Customer, Project, and Cost Code to vendor bills. • Coordinate vendor bill approvals and payments through Bill.com. • Communicate with Project Managers, vendors, and subcontractors about invoices, payment status, missing documentation, and accounting questions. • Coordinate with the third-party bookkeeping team for accurate and timely financial processing. • Maintain records of vendor bills, invoices, payments, and financial documentation. • Maintain vendor-to-cost-code references and accounting resources in Google Drive. • Prepare and process monthly client invoices in QuickBooks Online. • Track estimated, actual, and projected project costs. • Send client invoices and payment links through Bill.com and follow up on outstanding payments. • Track vendor and subcontractor estimates, obtain pricing and quotes, and distribute project scopes and scope sheets. • Assist with Schedule A construction estimates, scope-of-work descriptions, and budget entry. • Build estimates using vendor quotes, confirmed pricing, comparable-project data, and company templates. • Support the two-pass estimating process and document estimates completely. • Collect and organize vendor pricing, quotes, estimates, and unit rates in spreadsheets and company systems. • Maintain libraries of vendor pricing, unit rates, and subcontractor contacts. • Organize project files in Google Drive and follow file-naming and document-management procedures. • Track action items, requests, deadlines, and deliverables. • Assist with reconciliations comparing paid costs against estimates and project budgets. • Identify cost discrepancies, overages, duplicate charges, missing information, and other issues. • Maintain spreadsheets, databases, financial records, estimating documents, and operational documentation. • Provide scheduling, correspondence, coordination, and general executive support to company leadership. • Document and improve accounting, estimating, and administrative processes. • Identify workflow automation opportunities and assist with testing and implementing AI tools and automated workflows. • Proactively resolve missing information, overdue items, and potential problems. • Handle company, client, vendor, and financial information with professionalism, discretion, and confidentiality. • Take ownership of special projects and additional responsibilities as the role expands.

🎯 Requirements

• Minimum of 3 years of experience in Executive Assistance, Accounts Payable, Accounts Receivable, bookkeeping support, accounting administration, estimating support, operations, or a similar role. • Excellent written and verbal English communication skills. • Strong experience with invoicing, payment tracking, accounts payable, accounts receivable, or bookkeeping support. • Hands-on experience with Bill.com or a comparable accounts-payable/payment platform is highly preferred. • Experience with QuickBooks Online, particularly AP, AR, bookkeeping, invoicing, or job costing, is highly preferred. • Advanced proficiency with Google Workspace, particularly Google Drive, Google Sheets, Gmail, and Google Calendar. • Strong proficiency with Microsoft Excel and spreadsheets. • Experience with construction management or project management software such as Buildertrend is a strong advantage. • Construction, remodeling, contracting, or design-build industry experience is highly preferred. • Experience with construction estimating, vendor coordination, subcontractor management, or project administration is highly preferred. • Familiarity with cost-plus or "open-book" contract structures is a strong advantage. • Exceptional attention to detail and accuracy when working with financial information, estimates, invoices, and project documentation. • Highly organized with the ability to manage multiple projects, vendor bills, invoices, estimates, and deadlines simultaneously. • Strong follow-through and a natural ability to track outstanding items until they are fully completed. • Proactive, self-motivated, and comfortable taking ownership of recurring responsibilities without constant supervision. • Strong problem-solving skills and the ability to identify what needs to happen next. • Comfortable communicating professionally with company leadership, clients, vendors, subcontractors, Project Managers, and bookkeeping partners. • Comfortable making outbound calls and sending follow-up emails to vendors, subcontractors, and clients when necessary. • Strong documentation and organizational skills, with the ability to maintain accurate and easy-to-follow records. • Comfortable learning new technology, software, AI tools, and company-specific accounting and estimating processes. • Ability to work independently while maintaining consistent communication with company leadership and project teams. • High level of professionalism, integrity, discretion, and confidentiality when handling financial and client information. • Strong work ethic and a "get it done" mentality. • Demonstrates strong personal accountability and takes responsibility for completing tasks accurately and on time. • Ability to proactively communicate issues, delays, missing information, and outstanding items. • Strong numerical and analytical skills with the ability to understand budgets, costs, estimates, invoices, and financial documentation.

🏖️ Benefits

• work-from-home opportunity • Opportunity to contribute to a growing business by enhancing efficiency and client experience • Supportive and collaborative work environment • 40 hours per week • Monday to Friday • Night shift - PH time