Executive Assistant (Operations)

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Hours: Full-Time | 9:00 AM – 6:00 PM EST, Monday - Friday

Job Overview:

We’re looking for a dependable, detail-oriented Executive Assistant to support a small architecture and engineering consulting firm focused on building exteriors, including masonry, windows, roofing, sidewalks, and facades.

Most of the role is inbox management, bookkeeping, and project administration. You’ll keep client and vendor follow-ups from stalling, keep invoices and bills current, and keep project records accurate in project management software.

Key Responsibilities:

Email and Client Communication

• Inbox management: Monitor the business inbox, triage incoming messages, and acknowledge requests promptly.
• Routine responses: Reply independently to approved routine administrative requests. Draft responses on other items for review.
• Follow-through: Chase unanswered client and vendor emails, missing information, and pending decisions.

Bookkeeping

• Invoicing: Prepare and issue monthly invoices based on project completion, following up on overdue balances.
• Vendor bills: Log incoming vendor invoices and tie each one to its project. Track due dates and prepare payment recommendations.
• Accounting systems: Maintain records in the current invoicing system and support the planned move to QuickBooks.
• Monthly billing: Attend the monthly billing meeting and update project status in advance.

Project and Document Management

• Project management software: Set up new projects when contracts are approved. Maintain timelines, milestones, contacts, and status. Update project dates monthly.
• Cloud storage: Organize project folders by property address, save files consistently, and help redesign the folder structure during the first 30 days.
• Scheduling: Coordinate site visits and building access with property managers, building staff, and vendors.

Proposals and Reports

• Proposals: Draft proposals from approved templates, including phases and milestones.
• Revisions: Update proposals when clients request changes, then reissue for approval.
• Field reports: Draft inspection reports from site photos and approved templates.
• Pending items: Track open proposals and flag any that are waiting on approval.

Reporting

• Daily priorities: Send a short list of the day’s priorities and decisions that need sign-off.
• Weekly summary: Send a summary of open projects, proposals, receivables, and blockers.

Qualifications:

• Experience: Proven experience as an Executive Assistant, Administrative Assistant, or in a similar role.
• Industry knowledge: Experience in construction, architecture, engineering, or real estate is a plus but not required.
• Bookkeeping: Comfortable with accounts receivable, accounts payable, invoice tracking, and expense categorization.
• Accounting software: QuickBooks experience required, or strong readiness to lead a migration from another invoicing platform. Experience with other invoicing platforms is a plus.
• Communication: Writes clear, polished, professional emails to clients, property managers, and vendors.
• Proposal drafting: Able to build a proposal from a template and scope notes with minimal direction.
• Project coordination: Organized enough to keep project records and deadlines current. Able to learn project management software on the job.
• Google Workspace: Comfortable with Gmail, Calendar, Drive, Sheets, and Docs.
• Proactivity: Follows up without being prompted and raises issues early.
• Accountability: Respectfully reminds and escalates pending decisions without excessive interruptions.
• Discretion: Keeps business, personal, and rental property information separate and confidential.
• Reliability: Responsive during business hours, with fast turnaround when a client is waiting.

How to Apply:

Interested applicants should apply using this link: https://forms.clickup.com/14359874/f/dp7a2-65918/CJ7XYOF1SBIVRCNH4K

Note: Only shortlisted candidates will be contacted for an interview. Applications will be accepted until the role is filled.

Pay: Up to Php55,000.00 per month

Benefits:

• Additional leave
• Opportunities for promotion
• Paid training
• Promotion to permanent employee
• Work from home

Work Location: Remote

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