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Executive administrative assistant with quickbooks

Miguel Hidalgo, D.F.
Radar Hire
Empleado administrativo
Publicada el 17 julio
Descripción

Vacante para la empresa radar hire en miguel hidalgo, ciudad de méxico radar hire is searching for a: executive / administrative assistant with quickbooks experience location: remote(9am – 5pm eastern time zone) employment type: full-time experience required: minimum 3-5 years about 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, you’ll be the operational backbone of the firm—streamlining administrative processes, overseeing calendar coordination, managing internal systems, and ensuring smooth communication across departments. A core component of this role will involve extensive 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 responsibilities office & project administration answer and route calls, manage voicemail, and filter out spam maintain and update digital filing systems, office standards, and internal documents coordinate ceu/lunch & learn sessions for continuing education order 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 support maintain an up-to-date office calendar including pto, meetings, site visits, and events people operations post job openings, screen resumes, and schedule interviews support new hire onboarding and documentation for terminated employees review and approve timesheets, pto requests, and payroll summaries assist with annual benefits renewals and plan comparisons client & compliance support submit government paperwork (e.g., miami-dade edp) for project compliance prepare 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 software set up and maintain project estimates in qbo for phased billing build and manage project management software project structures: phases, hours, staffing allocations handle recurring invoicing on the 15th and 30th of each month send monthly statements on the 30th and track outstanding balances pay and enter reimbursable expenses into qbo, including: courier fees fedex shipping printing services consultant/vendor fees accurately code expenses and assign them to appropriate jobs track and report on reimbursable’s to maintain project-level budget clarity ensure timely and accurate payments to consultants and vendors required skills & qualifications 3-5 years of experience in executive or administrative support roles proficiency in quickbooks online (qbo) with hands-on experience managing invoicing, estimates, expense coding, and vendor payments experience supporting financial operations in a small business or professional services environment strong organizational skills with the ability to manage multiple priorities and deadlines excellent written and verbal communication skills high level of discretion and professionalism in handling confidential information proficient in google workspace or microsoft office suite, with strong spreadsheet skills comfortable learning and using cloud-based tools like monday, trello, or slack self-starter mindset with a focus on proactive support and reliable follow-through nice to have experience 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 if you have the above experince, please apply using the link below asap as we are hiring within 2 weeks. * nivel de educación deseada: superior - titulado nivel de experiencia deseada: nivel experto función departamental: administrativo / secretarial industria: arquitectura y planificación habilidades: quickbooks experienceexecutive assistantphone answeringmaintain email calendaroffice administration esta vacante viene de la bolsa de empleo talenteca.com:

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