Executive Assistant & Bookkeeper

Job Description

Job Description

Expectations & Required Skills

• Calendar Management: You will schedule the owner’s appointments and prevent over-scheduling. Schedule meetings, resolve last-minute scheduling changes, and prioritize the daily agenda
• Schedule Zoom meetings w/clients
• Book travel for owner, staff, and crew, including airline and hotel accommodations
• Document Preparation: Handle draft estimates, format presentations, and prepare contracts
• Review & submit to owner incoming new bid requests for proposals on commercial projects from lead sources to networks
• Register and submit documents for new vendor platforms: SAM.gov, Building Connect, UNM, etc.
• You will be the phone backup for lunches, and the receptionist’s out-of-office days
• Handle insurance claims for customers with follow-up calls and report submission
• Work in tandem with the Operations Manager to communicate with customers
• Typical administrative tasks like digital and physical filing, data entry, and spreadsheets
• Processing accounts payable
• Maintaining the organization's books through QuickBooks, close monthly & yearly financials
• Reconciling and balancing accounts
• Working closely with the CPA

Experience

• Bookkeeping knowledge
• Comfortable phone presence to communicate comfortably but professionally with clients, insurance adjusters, and vendors
• Excellent computer skills and the ability to learn new technology
• Excellent customer service skills
• Attention to detail
• Apt at meeting deadlines
• Exceptional organizational skills
• Ability to prioritize projects