Remote Administrative & Operations Coordinator (Bookkeeping Knowledge)

Job Summary:

We are seeking a highly organized and reliable Remote Administrative & Operations Coordinator (Bookkeeping Knowledge) to support the day-to-day administrative, financial, and operational activities of our team. This role is responsible for managing job estimates, tracking project costs, coordinating worker schedules, maintaining organized job documentation, and supporting Accounts Payable and Accounts Receivable processes. The position also involves maintaining accurate records in spreadsheets, tracking job-related expenses, organizing permits and documentation in Google Drive, and assisting with payroll tracking and vendor payments. The ideal candidate is detail-oriented, proactive, and comfortable managing multiple ongoing tasks while maintaining accurate records and strong follow-up processes. This role requires strong administrative experience, excellent organizational skills, proficiency with spreadsheets and office software, and the ability to work independently while supporting overall business operations and project tracking.

Key Responsibilities:

Administrative & Office Tasks:

• Prepare job estimates and maintain accurate cost documentation.
• Follow up with clients regarding payments and record incoming payments.
• Coordinate with contractors to confirm work readiness and availability.
• Schedule workers for upcoming jobs and daily assignments.
• Record hours worked for each job in the corresponding job sheet.
• Document change orders and updates within job notes.
• Add materials to order sheets while tracking active jobs.
• Track miscellaneous job-related charges and expenses.

Job & Project Tracking:

• Add invoices to job sheets to calculate total job costs, including labor, materials, and additional expenses.
• Enter job information into the master tracking sheet and maintain accurate records.
• Track outstanding expenses such as taxes, workers compensation, and insurance.
• Record single-day jobs in the primary tracking sheet.

Permits & Documentation:

• Open permits and organize all related documentation in Google Drive.
• Create a dedicated folder for each job and upload all permits and supporting files.

Financial & Bookkeeping Support:

• Assist with Accounts Payable and Accounts Receivable processes.
• Record invoices and expenses while maintaining organized financial records.
• Track transactions and reconcile them with recorded charges.
• Process vendor payments, typically on a monthly basis.
• Provide payroll support by calculating and tracking worker hours.

Operations Tracking:

• Monitor worker punch-ins through the designated group system.
• Request supplier slips and add them to the appropriate tracking sheets.
• Perform other tasks related to the position.

Qualifications & Requirements:

• Proficient level of English (written and spoken).

• Experience with QuickBooks or similar bookkeeping software preferred but not required.
• Highly organized with strong attention to detail.
• Strong record-keeping, documentation, and tracking abilities.
• Ability to manage multiple tasks, priorities, and follow-ups efficiently.
• Prior administrative or office support experience.
• Professional demeanor with proven administrative experience in a professional environment.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and Google Drive with the ability to manage spreadsheets, records, and multiple ongoing jobs simultaneously.
• Out-of-the-box thinker with a reliable, self-motivated, dependable, and proactive.
• Positive attitude and the ability to learn and adapt quickly.
• Sound judgment and the ability to work independently and follow instructions efficiently.
• Ability to work in alignment with U.S. Eastern Time (New York time) business hours.
• Interested in long-term career opportunities.
• Reliable computer (Windows 10 or newer), two monitors, and stable high-speed internet.

Compensation & Benefits:

• 100% remote work.
• Compensation in USD.
• Full-time position with 40 hours weekly.
• Please note that this is a long-term opportunity.
• Great work environment with potential for growth.