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