Job Overview

We are looking for a highly organized and detail-oriented Bookkeeper & Administrative Assistant to support a growing construction and remodeling business. This role will take ownership of bookkeeping, billing, payment tracking, budgeting, scheduling, documentation, and general administrative operations. The ideal candidate is comfortable working independently, has strong QuickBooks and Excel skills, and can proactively create systems and processes to improve organization and efficiency. This is a long-term remote opportunity with a flexible schedule and minimal day-to-day supervision.

Schedule: Monday to Friday 4 hrs per day flexible anytime 

Responsibilities

Bookkeeping & Financial Administration

• Manage billing and invoicing for subcontractors, vendors, and project-related expenses.
• Process payments and track deposits and payment schedules in QuickBooks.
• Prepare and send client invoices and follow up on outstanding payments.
• Maintain accurate financial records for multiple remodeling projects.
• Track project budgets, expenses, and financial activity.
• Use Excel to maintain financial tracking and budgeting reports.
• Ensure bookkeeping records are organized, accurate, and up to date.

Administrative Support

• Manage and organize the owner's calendar and schedule.
• Prepare and distribute project documentation and punch lists.
• Transcribe action items and instructions from WhatsApp voice notes and ensure tasks are completed.
• Maintain organized records of completed and pending tasks.
• Provide regular daily or weekly updates on completed work and outstanding items.
• Support general administrative needs as they arise.

Process & Systems Improvement

• Identify opportunities to improve administrative and financial processes.
• Create and maintain organizational systems for bookkeeping, project tracking, and reporting.
• Recommend and implement tools or processes that improve efficiency and visibility.
• Establish processes and systems from the ground up where needed.
• Work proactively to identify issues and complete tasks without requiring constant supervision.

Communication

• Communicate primarily through WhatsApp, including voice notes and written messages.
• Maintain clear and consistent communication with the business owner, clients, subcontractors, and vendors as needed.
• Provide timely updates on completed tasks, pending items, payments, and project administration.

Requirements

• Proven experience using QuickBooks for bookkeeping and financial management.
• Strong Excel skills, particularly for budgeting, financial tracking, and reporting.
• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to work independently with minimal supervision.
• Strong written and verbal communication skills.
• Comfortable using WhatsApp as a primary communication tool.
• Proactive and self-motivated with the ability to identify areas for improvement.
• Reliable internet connection and ability to work effectively in a remote environment.
• Ability to manage multiple projects and administrative priorities simultaneously.

Nice-to-Have Qualifications

• Previous experience in construction, remodeling, or a related industry.
• Experience with construction project administration.
• Familiarity with project management, reporting, or task management systems.
• Experience creating bookkeeping, accounting, or administrative processes from scratch.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.