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
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