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

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.