Administrative & Bookkeeping Assistant (U.S./Canada/UK background is required)

- Provide daily administrative support to project managers and the operations team. - Manage calendars, scheduling, emails, and routine correspondence. - Organize and maintain digital files, records, and project documentation. - Maintain accurate project information in company systems, including Job Thread/FSM. - Assist with tracking project-related tasks, information, and documentation. - Perform general administrative and operational support as needed. - Create, issue, and track invoices using QuickBooks. - Maintain accurate records of invoices, payments, and accounts receivable. - Monitor outstanding balances and follow up with clients regarding overdue payments. - Follow up with clients when additional billing or payment information is required. - Perform basic bookkeeping and financial record-keeping tasks. - Assist with reconciling and organizing payment-related information. - Maintain accurate and up-to-date financial records. - Assist with preparing client proposals using company templates, previous examples, and available resources. - Use ChatGPT and other AI tools to assist with drafting, formatting, and organizing proposal content when appropriate. - Prepare and track Certificates of Insurance (COIs). - Prepare credit card authorization forms and other client or project documentation. - Maintain organized records of required forms and supporting documents. - Assist with regulatory documentation and notifications for agencies such as the Department of Health and EPA. - Follow up on documentation requirements and ensure materials are completed and submitted on time. Hard Requirements: - Previous experience in administrative support, virtual assistance, bookkeeping, office administration, or operations support. - Working knowledge of QuickBooks and Microsoft Excel. - Experience with invoicing, payment tracking, accounts receivable, or basic bookkeeping. - Strong written and verbal English communication skills. - Excellent organizational and time-management skills. - Strong attention to detail and accuracy. - Comfortable using ChatGPT or similar AI tools to support administrative and documentation tasks. - Ability to work independently with minimal supervision. - Ability to manage multiple priorities and deadlines. - Comfortable working with remote teams and cloud-based systems. - Must have grown up in the United States, Canada, or the United Kingdom. - Open to expatriates who have relocated abroad and are currently working or living remotely. - Must be comfortable communicating with North American clients and working within North American business processes. - Previous experience in construction, restoration, environmental services, or a related industry. Schedule: HOURS/WEEK: - 40 Hours/Week - Monday-Friday 12:00PM-8:00PM EST Offer and Benefits: - Weeks 1–8: $8 USD/hour - Weeks 9-16: $9 USD/hour - Weeks 17 onwards: $10 USD/hour Originally posted on Himalayas