Executive Assistant
New
I
InsideOutVASConstruction and civil engineering
South Africa, Monday–Friday | 8:00 AM – 5:00 PM ESTFull-Time
Salary2,500 - 3,000 USD per month
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Job Details
- Languages
- C1 English level is required. Spanish proficiency is a strong advantage.
- Required Skills
- Microsoft ExcelBookkeepingGoogle Workspace
Requirements
- Proven experience as an Executive Assistant, Senior Administrative Assistant, or Operations Coordinator working directly with business owners.
- Hands-on experience with QuickBooks Online.
- Experience with bookkeeping, invoicing, and accounts receivable.
- Experience tracking expenses and job costs.
- High proficiency with Microsoft Office, including Outlook, Excel, and Word.
- Proficiency with Google Workspace.
- C1 English level.
- Exceptional written and spoken English communication skills.
- Strong organization, attention to detail, and accuracy.
- Experience supporting construction, civil engineering, trade, contracting, or field-service businesses is preferred.
- Construction-related job-costing and high-volume project documentation experience are preferred.
- Spanish proficiency is an advantage.
Responsibilities
- Prepare and issue invoices, monitor accounts receivable, follow up on overdue payments, and code receipts and expenses in QuickBooks Online.
- Maintain accurate job-costing records and organize supporting financial documentation.
- Establish and maintain a process for collecting, tracking, and matching field contractors' receipts to project files.
- Organize Outlook email traffic into project-based folders and archive key project communications.
- Screen inbound messages, review call summaries, and prioritize critical issues to protect the owner's schedule.
- Identify operational bottlenecks and create remote-to-field workflows.
- Document SOPs for receipt collection, expense reporting, and document filing.
- Coordinate the owner's calendar, scheduling, and travel planning.
- Handle administrative tasks and ad-hoc operational requests.
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