Overview

We are seeking a highly organized Administrative and Accounting Assistant to support our growing construction and manufacturing business. In this remote role, you will take ownership of daily administrative, accounting, job coordination, vendor compliance, payroll, and HR support functions. This position is ideal for a detail-oriented professional who thrives on structure, process management, and accurate data handling.

Schedule:

• Central Time Zone (Oklahoma), Full-time (40 hours/week) Mon-Fri 8 am - 5 pm

Responsibilities

Administrative Support

• Manage and monitor general office email communications
• Support customer and vendor correspondence
• Maintain organized digital filing systems (Dropbox and internal folders)
• Update internal tracking spreadsheets and operational reports
• Assist with employee onboarding and personnel file management
• Support development and maintenance of standard operating procedures (SOPs)

Job Administration

• Convert approved estimates into active jobs in internal systems
• Create and maintain structured job folders and project records
• Upload and organize contracts, estimates, and project documentation
• Track contract execution, approvals, and customer signatures
• Maintain active job tracking lists and project status reports
• Assist with job closeout documentation and reporting

Vendor & Compliance Support

• Request and maintain vendor documentation (W-9s, COIs, etc.)
• Maintain subcontractor records and compliance files
• Track outstanding vendor compliance requirements
• Organize documentation for internal review and approval

Accounting Support

• Enter vendor invoices into QuickBooks Online
• Record receipts and supporting documentation in accounting systems
• Attach and maintain supporting documentation for all transactions
• Create and send customer invoices
• Maintain AP/AR tracking spreadsheets and payment logs
• Record customer payments and update financial records
• Assist with vendor setup and account maintenance
• Prepare financial reports for internal review

Payroll & HR Support

• Monitor employee timesheet submissions
• Prepare payroll data for internal review
• Maintain employee records and HR files
• Assist with onboarding and offboarding processes
• Compile payroll-related reports and supporting documentation

Requirements

Qualifications

• Minimum 2 years of administrative or accounting support experience
• Experience with QuickBooks Online (invoice entry, AP/AR, receipts, customer billing)
• Strong Microsoft Excel skills (tracking sheets, reporting, data organization)
• Excellent written and verbal English communication skills
• Strong attention to detail and accuracy in data handling
• Ability to manage multiple tasks, deadlines, and priorities independently
• Experience handling confidential business, HR, vendor, or financial information

Preferred Experience

• Construction, contracting, manufacturing, or project-based industry experience
• 3+ years of QuickBooks Online experience
• Advanced Excel capability
• Experience with vendor compliance, contract administration, or job costing
• Familiarity with payroll support processes
• Experience using document management systems (e.g., Dropbox or similar tools)
• Prior experience supporting small business operations

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.