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.
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