Executive Assistant - Accounting & Administrative Support

We are seeking a highly capable, detail-oriented, and proactive Executive Assistant to provide accounting, administrative, and estimating support to company leadership at a growing custom remodeling/design-build company. This role will be responsible for supporting Accounts Payable (AP), Accounts Receivable (AR), client invoicing, vendor and subcontractor coordination, construction estimating, project documentation, and general executive administration.

• Review, organize, code, and process vendor bills for entry into  and Quick Books Online.
• Apply the correct Class, Customer, Project, and Cost Code to vendor bills and ensure accurate financial coding.
• Coordinate vendor bill approvals and payments through
• Communicate with Project Managers, vendors, and subcontractors regarding invoices, payment status, missing documentation, and accounting questions.
• Coordinate closely with the company’s third-party bookkeeping team to ensure accurate and timely financial processing.
• Maintain accurate records of vendor bills, invoices, payments, and other financial documentation.
• Maintain and update vendor-to-cost-code references and other accounting resources within Google Drive.
• Assist with preparing and processing monthly client invoices in Quick Books Online.
• Maintain project-level tracking of Estimated vs. Actual vs. Projected costs.
• Create and maintain new tabs and supporting documentation for each client invoicing cycle.
• Send client invoices and payment links through
• Follow up with clients regarding outstanding payments, billing questions, and invoice-related issues as needed.
• Track outstanding vendor and subcontractor estimates and proactively follow up to obtain pricing and quotes on time.
• Distribute project scopes and scope sheets to vendors and subcontractors and ensure requested pricing is received by established deadlines.
• Assist with building Schedule A construction estimates, including drafting scope-of-work descriptions and entering budget numbers.
• Build estimates using vendor quotes, confirmed pricing, comparable-project data, and established company estimating templates.
• Support the company’s two-pass estimating process and ensure estimates are complete, organized, and properly documented.
• Collect, organize, and enter vendor pricing, quotes, estimates, and unit rates into spreadsheets and company systems.
• Maintain an organized library of confirmed vendor pricing, unit rates, and subcontractor contact information.
• Organize project files in Google Drive, including estimates, scopes, vendor information, invoices, quotes, and related documentation.
• Follow established file-naming conventions and document-management procedures.
• Track project action items, outstanding requests, deadlines, and deliverables to ensure timely completion.
• Assist with periodic reconciliations by comparing actual paid costs against estimates and project budgets.
• Identify and flag cost discrepancies, overages, duplicate charges, missing information, or other potential issues.
• Maintain and update spreadsheets, databases, financial records, estimating documents, and operational documentation with a high level of accuracy.
• Provide general administrative and executive support to company leadership, including scheduling, correspondence, coordination, and day-to-day administrative tasks.
• Support the documentation and continuous improvement of internal accounting, estimating, and administrative processes.
• Identify repetitive tasks and opportunities to improve workflows through technology, AI, or automation.
• Assist with testing and implementing AI tools and automated workflows that improve accounting, estimating, document management, and administrative processes.
• Proactively identify missing information, overdue items, or…