Executive Assistant (With Bookkeeping Experience)

Be a part of our fast-growing team and unchain all the possibilities!

What is your mission?

We are looking for a highly organized and detail-oriented Executive Assistant to join our team. In this role, you will manage a variety of administrative, accounting, and operational tasks, including handling QuickBooks entries, preparing invoices and payroll reports, supporting bid document preparation, and assisting with rental property management. You will work closely with the President and Controller, ensuring efficient workflow and accuracy in all deliverables. This position requires strong analytical skills, proficiency in accounting software, and the ability to multitask in a fast-paced environment.

You will provide the best service to our partner client by performing these tasks:

• Record bills and expenses in QuickBooks.
• Prepare AIA invoices, including:
• Filling out business address, project contacts, tax ID, COI, OSHA records, NAICS codes, etc.
• Using data from internal sheets to complete requested customer forms.
• Prepare weekly payroll reports by:
• Collecting data from the ERP system.
• Pulling labor hours for specific localities and prevailing wage jobs.
• Verifying hourly wage amounts and detailing night/out-of-town work.
• Handle document procurement for bids:
• Pull requested documents for bid submissions.
• Maintain schedules of bid due dates to ensure timely submission.
• Create reference job lists for bid work.
• Manage email communications for the President and Controller.
• Assist the President with measurements and photos from estimate appointments to prepare quotes.
• Obtain quotes for services such as payroll, insurance, and more for the President/Controller.
• Perform rental property management tasks, including:
• Preparing lease agreements using templates.
• Contacting tenants about payments and repair schedules.
• Obtaining quotes or bids for repair work.
• Verify data accuracy during transfers from ERP to QuickBooks.
• Conduct monthly AR checks to ensure all prior month jobs on the calendar are billed.
• Review daily timecards:
• Address missed punches, late arrivals, call-offs, and PTO days.
• Take on additional administrative tasks as needed, with the listed responsibilities as the primary focus.

Who are we looking for?

• At least 5 years of experience in administrative, executive assistant, and bookkeeping roles.
• Proven expertise in QuickBooks for financial and accounting tasks.
• Proficient in Microsoft Office applications, including Word, Excel, and Outlook.
• Exceptional verbal and written communication skills for clear and professional interaction.

Company Perks:

• Above-industry salary package and incentives
• Comprehensive HMO benefits and life insurance from day 1
• Free learning and development courses for your personal and career growth
• Dynamic company events
• Opportunities for promotion
• Free meals and snacks

Job Types: Full-time, Permanent

Pay: Php100,000.00 - Php150,000.00 per month

Benefits:

• Additional leave
• Company events
• Gym membership
• Health insurance
• Life insurance
• Opportunities for promotion
• Paid training
• Pay raise
• Promotion to permanent employee
• Staff meals provided

Schedule:

• 8 hour shift
• Monday to Friday
• Night shift

Supplemental Pay:

• 13th month salary
• Overtime pay
• Performance bonus

Ability to commute/relocate:

• Ortigas Pasig: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's (Required)

Experience:

• Bookkeeping: 5 years (Required)