Office Assistant / Accounting & Operations Assistant

Position Overview

We are seeking a highly organized, detail-oriented, and dependable Assistant to provide administrative, accounting, document management, construction job costing, and real estate support.

This position is ideal for someone who is comfortable working independently, has strong attention to detail, enjoys working with numbers and documents, and can manage multiple priorities. The successful candidate will help keep our accounting records, project information, files, and day-to-day administrative operations organized and up to date. The role will work across several areas of the business, including accounting, construction, real estate, and general office administration.

Key Responsibilities

Accounting & Bookkeeping Support
• Assist with day-to-day accounting and bookkeeping activities
• Enter and categorize expenses, invoices, receipts, and other financial transactions
• Assist with accounts payable and accounts receivable
• Organize and maintain vendor and customer records
• Reconcile transactions and identify discrepancies
• Assist with credit card and bank transaction coding
• Prepare information and documentation for the bookkeeper or CPA
• Track outstanding invoices and payments
• Maintain accurate financial records and supporting documentation
• Assist with QuickBooks and other accounting software

Document & File Management
• Organize and maintain digital files and folders
• Develop and maintain consistent naming and filing systems
• Scan, upload, rename, and organize documents
• Maintain contracts, invoices, receipts, permits, insurance documents, and other business records
• Assist with document preparation and data entry
• Keep shared drives and cloud-based filing systems organized
• Ensure important documents can be easily located when needed

Construction Job Costing & Project Administration
• Enter and maintain construction project costs
• Track labor, materials, subcontractors, permits, equipment, and other project expenses
• Organize invoices and receipts by project
• Assist with comparing actual costs against budgets and estimates
• Maintain project cost spreadsheets and reports
• Track purchase orders, subcontractor invoices, and project-related expenses
• Help identify missing invoices, receipts, or documentation
• Maintain organized digital project files
• Assist with preparing project profitability and cost reports

Real Estate Support
• Assist with property-related administrative tasks
• Organize property documents, contracts, disclosures, invoices, and transaction files
• Assist with preparing and organizing MLS listing information
• Research property information and comparable properties
• Maintain property spreadsheets and databases
• Track transaction deadlines and important dates
• Assist with communication and follow-up with vendors, agents, contractors, and other professionals
• Help organize renovation and property improvement information
• Assist with basic real estate research and administrative tasks

General Administrative Support
• Manage spreadsheets and databases
• Perform data entry and online research
• Prepare reports, forms, and correspondence
• Monitor and organize email and business communications
• Schedule appointments and meetings when needed
• Follow up on outstanding tasks and requests
• Assist with creating and maintaining standard operating procedures (SOPs)
• Perform other administrative and operational duties as needed

Qualifications
• Previous experience as a Administrative Assistant, Accounting Assistant, Bookkeeper, Office Assistant, or similar role
• Strong organizational and time-management skills
• Excellent attention to detail
• Comfortable working with numbers, spreadsheets, and financial information
• Strong written and verbal English communication skills
• Proficiency with Microsoft Excel or Google Sheets
• 3 Years minimum Experience with QuickBooks is strongly preferred
• Comfortable learning new software and online systems
• Ability to work independently and meet deadlines
• Strong problem-solving and follow-through skills
• Reliable internet connection and professional home-office setup
Preferred Experience
Experience in one or more of the following is a plus:
• Construction accounting or construction job costing
• Real estate administration
• Property management
• Bookkeeping or accounting
• QuickBooks Online
• Construction management software
• Real estate transaction coordination
• Document management systems
• Google Workspace
• Microsoft Office
• CRM, project management, or workflow software

Ideal Candidate
The ideal candidate is someone who is extremely organized, detail-oriented, proactive, and trustworthy. You should be comfortable working with both numbers and paperwork, and you should enjoy creating order out of information that may initially be disorganized.

We are looking for someone who doesn't simply complete assigned tasks, but who can notice problems, ask questions, follow up, and find ways to improve the way information is organized and managed.

Because this position supports several areas of the business, the ability to learn quickly and switch between accounting, construction, real estate, and administrative tasks is important.