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.

**Key Responsibilities**

**Office & Project Administration**
- 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 firm
- Familiarity with industry-specific platforms like Monograph, AutoDesk, or Bluebeam
- Knowledge of basic accounting principles and project billing workflows

**Working Hours**

Eastern Standard Time (EST) | Monday to Friday | 9am - 5pm

If you meet the above requirements, please submit your profile using the link below ASAP. We are hiring within 2 weeks. You must submit using the link below.

**Job Type**: Part-time

Pay: $15,000.00 - $22,000.00 per month

Work Location: Remote