# Executive Assistant - Accounting & Administrative Support > Virtual Assist · Philippines (Remote) · Full-time · Posted 2026-09-23 **Workplace:** remote ## Description 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. ## Requirements **Key Responsibilities:** - Review, organize, code, and process vendor bills for entry into Bill.com and QuickBooks 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 Bill.com. - 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 QuickBooks 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 Bill.com. - 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 potential problems and take action to resolve them before they impact projects or clients. - Maintain a high level of professionalism, discretion, and confidentiality when handling company, client, vendor, and financial information. - Take ownership of special projects and additional administrative, accounting, estimating, or operational responsibilities as the role expands. **Qualifications & Skills:** - Minimum of 3 years of experience in Executive Assistance, Accounts Payable, Accounts - Receivable, bookkeeping support, accounting administration, estimating support, operations, or a similar role. - Excellent written and verbal English communication skills. - Strong experience with invoicing, payment tracking, accounts payable, accounts receivable, or bookkeeping support. - Hands-on experience with Bill.com or a comparable accounts-payable/payment platform is highly preferred. - Experience with QuickBooks Online, particularly AP, AR, bookkeeping, invoicing, or job costing, is highly preferred. - Advanced proficiency with Google Workspace, particularly Google Drive, Google Sheets, Gmail, and Google Calendar. - Strong proficiency with Microsoft Excel and spreadsheets. - Experience with construction management or project management software such as - Buildertrend is a strong advantage. - Construction, remodeling, contracting, or design-build industry experience is highly preferred. - Experience with construction estimating, vendor coordination, subcontractor management, or project administration is highly preferred. - Familiarity with cost-plus or "open-book" contract structures is a strong advantage. - Exceptional attention to detail and accuracy when working with financial information, estimates, invoices, and project documentation. - Highly organized with the ability to manage multiple projects, vendor bills, invoices, estimates, and deadlines simultaneously. - Strong follow-through and a natural ability to track outstanding items until they are fully completed. - Proactive, self-motivated, and comfortable taking ownership of recurring responsibilities without constant supervision. - Strong problem-solving skills and the ability to identify what needs to happen next. - Comfortable communicating professionally with company leadership, clients, vendors, subcontractors, Project Managers, and bookkeeping partners. - Comfortable making outbound calls and sending follow-up emails to vendors, subcontractors, and clients when necessary. - Strong documentation and organizational skills, with the ability to maintain accurate and easy-to-follow records. - Comfortable learning new technology, software, AI tools, and company-specific accounting and estimating processes. - Ability to work independently while maintaining consistent communication with company leadership and project teams. - High level of professionalism, integrity, discretion, and confidentiality when handling financial and client information. - Strong work ethic and a "get it done" mentality. - Demonstrates strong personal accountability and takes responsibility for completing tasks accurately and on time. - Ability to proactively communicate issues, delays, missing information, and outstanding items. - Strong numerical and analytical skills with the ability to understand budgets, costs, estimates, invoices, and financial documentation. ## Benefits **Why Join Us?** - work-from-home opportunity. - Opportunity to contribute to a growing business by enhancing efficiency and client experience. - Supportive and collaborative work environment. **Schedule:** - 40 hours per week - Monday to Friday - Night shift - PH time ## Apply [Apply at Virtual Assist](https://apply.workable.com/virtual-assist/j/B9BA393EE1/apply) --- Powered by [Workable](https://www.workable.com)