Administrative & Bookkeeping Assistant (U.S./Canada/UK background is required)

• Provide daily administrative support to project managers and the operations team.
• Manage calendars, scheduling, emails, and routine correspondence.
• Organize and maintain digital files, records, and project documentation.
• Maintain accurate project information in company systems, including Job Thread/FSM.
• Assist with tracking project-related tasks, information, and documentation.
• Perform general administrative and operational support as needed.
• Create, issue, and track invoices using QuickBooks.
• Maintain accurate records of invoices, payments, and accounts receivable.
• Monitor outstanding balances and follow up with clients regarding overdue payments.
• Follow up with clients when additional billing or payment information is required.
• Perform basic bookkeeping and financial record-keeping tasks.
• Assist with reconciling and organizing payment-related information.
• Maintain accurate and up-to-date financial records.
• Assist with preparing client proposals using company templates, previous examples, and available resources.
• Use ChatGPT and other AI tools to assist with drafting, formatting, and organizing proposal content when appropriate.
• Prepare and track Certificates of Insurance (COIs).
• Prepare credit card authorization forms and other client or project documentation.
• Maintain organized records of required forms and supporting documents.
• Assist with regulatory documentation and notifications for agencies such as the Department of Health and EPA.
• Follow up on documentation requirements and ensure materials are completed and submitted on time.

Originally posted on Himalayas