Executive Administrative Assistant/Bookkeeper

Job Summary
We are seeking a highly organized and detail-oriented Executive Administrative Assistant/Bookkeeper to support our construction and real estate services. The ideal candidate will possess exceptional administrative skills, computer literacy, construction/real estate familiarity, and a strong ability to manage multiple tasks efficiently. This role requires a proactive individual who can maintain professionalism in all interactions and contribute to the smooth operation of our office environment.

Duties

• Provide administrative support to the Owner, including preparation of financial reports, managing schedules and coordinating meetings.
• Perform account reconciliation to verify account balances and transactions.
• Utilize accounting software, QuickBooks, to input data, generate reports, and streamline processes.
• Maintain organized filing systems for both physical and digital documents.
• Prepare and process timesheets and prepare payroll summary sheet for bookkeeper.
• Issue and track purchase orders for accounts payable.
• Provide comprehensive administrative support, as well as assist with acquisition/maintenance of necessary documents related to each property.
• Handle calls with professionalism, demonstrating excellent phone etiquette while managing inquiries and directing calls as necessary.
• Prepare Invoices and process estimates concerning work in progress and acquiring documentation from clients/vendors as needed
• Maintain office organization by managing files, documents, and correspondence effectively.
• Bookkeeping for various projects/properties, bank accounts and credit cards, assuring all expenses are accounted for correctly, and correspond to the correct project

Requirements

• Proven experience as an administrative assistant/bookkeeping or in a similar role within an office environment.
• Strong computer literacy with proficiency in QuickBooks and Microsoft Office Suite 365.
• Excellent organizational skills with the ability to prioritize tasks effectively.
• Exceptional written and verbal communication skills, including contacting banks or vendor companies to effectively retain required documentation
• Familiarity with phone systems and office equipment is preferred.
• Ability to work independently while being a team player who collaborates well with others.
• A proactive approach to problem-solving with strong attention to detail.

We are excited to welcome a dedicated Executive Administrative Assistant/ Bookkeeper who will play a pivotal role in supporting our leadership team while contributing positively to our workplace culture.

Job Type: Full-time

Pay: From $50,000.00 per year

Benefits:

• Paid time off
• Retirement plan

Schedule:

• Monday to Friday

Ability to Relocate:

• Bay Shore, NY 11706: Relocate before starting work (Required)

Work Location: In person

Salary : $50,000