Job Description

We are seeking a highly organized, proactive Remote Administrative Assistant to support the Executive Leadership Team. This role is critical to ensuring smooth day-to-day operations through strong administrative, accounting, compliance, and coordination support.

The ideal candidate is disciplined, detail-oriented, and comfortable managing multiple workflows independently in a fast-paced, service-driven environment. This role requires strong follow-through, confidentiality, and the ability to work across executive, finance, operations, and business development functions.

Key Responsibilities

Financial & Accounting Support (will train)

• Perform daily QuickBooks Online reconciliations and ensure accurate transaction coding
• Issue, track, and manage employee expense reports
• Assist with Accounts Receivable, including follow-ups and client communication as needed
• Support billing workflows, including invoice review, verification, and submission

Compliance, Licensing & Vendor Management

• Assist with state and municipal licensing applications, renewals, and compliance tracking
• Manage vendor registrations across client, government, and third-party portals
• Support document submissions for state, municipal, and federal bid lists
• Coordinate with Business Development to ensure all required compliance documentation is complete

Operational & Administrative Support

• Prepare and maintain Quality Assurance Reports for key client accounts
• Assist with materials for Quarterly Business Reviews (QBRs)
• Maintain internal filing systems and executive documentation
• Provide general administrative support including scheduling, email coordination, document formatting, and follow-ups
• Follow established SOPs, checklists, and workflows while flagging gaps or inefficiencies

Cross-Functional Coordination

• Collaborate with Operations, Finance, HR, and Business Development teams
• Track deadlines, renewals, compliance requirements, and outstanding items
• Assist with gathering data and documentation for executive-level decision-making

Required Qualifications

• 3+ years of experience in administrative or executive support, preferably in a remote environment
• Strong proficiency in QuickBooks Online and Microsoft Office 365 (Excel, Outlook, Teams)
• Experience supporting billing, invoicing, or accounting-related functions
• Exceptional organizational skills and attention to detail
• Strong written and verbal communication skills
• Ability to work independently with minimal supervision
• High level of professionalism, discretion, and reliability

Preferred Qualifications

• Experience with service-based or operational software platforms
• Familiarity with licensing, compliance, bid registrations, or contract administration
• Experience supporting multiple departments in a remote setting

Requirements

This is a full time role

Up to $6/hr