Executive Administrative Assistant

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

Salary: $5 - $7 Depends on ExperienceOriginally posted on Himalayas