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

WorkStaff360 · Canada · posted today ago

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About this role

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.