Executive / Administrative Assistant with Quickbooks Experience

If you are interested and qualified for this position, please use this link to apply:*Radar Hire is searching for a:Executive / Administrative Assistant with Quickbooks ExperienceLocation: Remote(9am 5pm Eastern Time Zone)Employment Type: Full-timeExperience Required: Minimum 3-5 yearsAbout the Role:Radar Hire is seeking a highly organized and proactive Executive/Administrative Assistant to support the founder and leadership team of an established architecture firm based in the United States. The firm specializes in commercial architecture with a focus on design excellence and operational precision.In this role, youll be the operational backbone of the firmstreamlining administrative processes, overseeing calendar coordination, managing internal systems, and ensuring smooth communication across departments. A core component of this role will involveextensive use of QuickBooks Online (QBO)to manage accounting workflows, invoicing, vendor payments, and client billing with a high degree of accuracy.The ideal candidate thrives in fast-paced creative environments, has strong attention to detail, and can confidently take ownership of administrative and accounting processes from start to finish. Prior experience in architecture, construction, or professional services is a strong plus.Key ResponsibilitiesOffice & Project AdministrationAnswer and route calls, manage voicemail, and filter out spamMaintain and update digital filing systems, office standards, and internal documentsCoordinate CEU/Lunch & Learn sessions for continuing educationOrder and manage office supplies and monthly service items (e.g., water)Coordinate with IT providers and manage software licenses and subscriptions (AutoDesk, Bluebeam)Liaise with the HR/PEO provider for benefits, onboarding, and compliance supportMaintain an up-to-date office calendar including PTO, meetings, site visits, and events People OperationsPost job openings, screen resumes, and schedule interviewsSupport new hire onboarding and documentation for terminated employeesReview and approve timesheets, PTO requests, and payroll summariesAssist with annual benefits renewals and plan comparisons Client & Compliance SupportSubmit government paperwork (e.g., Miami-Dade EDP) for project compliancePrepare and send lien waivers and payment release documents tied to invoicing cycles Accounting & Project Coordination (with Heavy Emphasis on QuickBooks Online)Enter new clients and projects into QuickBooks Online (QBO) and Project Management SoftwareSet up and maintain project estimates in QBO for phased billingBuild and manage Project Management Software project structures: phases, hours, staffing allocationsHandle recurring invoicing on the 15th and 30th of each monthSend monthly statements on the 30th and track outstanding balancesPay and enter reimbursable expenses into QBO, including:Courier feesFedEx shippingPrinting servicesConsultant/vendor feesAccurately code expenses and assign them to appropriate jobsTrack and report on reimbursables to maintain project-level budget clarityEnsure timely and accurate payments to consultants and vendorsRequired Skills & Qualifications3-5 years of experience in executive or administrative support rolesProficiency in QuickBooks Online (QBO)with hands-on experience managing invoicing, estimates, expense coding, and vendor paymentsExperience supporting financial operations in a small business or professional services environmentStrong organizational skills with the ability to manage multiple priorities and deadlinesExcellent written and verbal communication skillsHigh level of discretion and professionalism in handling confidential informationProficient in Google Workspace or Microsoft Office Suite, with strong spreadsheet skillsComfortable learning and using cloud-based tools like Monday, Trello, or SlackSelf-starter mindset with a focus on proactive support and reliable follow-throughNice to HaveExperience working in or supporting an architecture, engineering, or construction firmFamiliarity with industry-specific platforms like Monograph, AutoDesk, or BluebeamKnowledge of basic accounting principles and project billing workflows

Creado: Jue, 01 de Ene de 1970