About The Role

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