Administrative & Bookkeeping Assistant (U.S./Canada/UK background is required)

Department: Operations

Employment Type: Full Time

Location: Toronto, ON, Toronto, Remote

• 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.

Hard Requirements:

• Previous experience in administrative support, virtual assistance, bookkeeping, office administration, or operations support.
• Working knowledge of QuickBooks and Microsoft Excel.
• Experience with invoicing, payment tracking, accounts receivable, or basic bookkeeping.
• Strong written and verbal English communication skills.
• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Comfortable using ChatGPT or similar AI tools to support administrative and documentation tasks.
• Ability to work independently with minimal supervision.
• Ability to manage multiple priorities and deadlines.
• Comfortable working with remote teams and cloud-based systems.
• Must have grown up in the United States, Canada, or the United Kingdom.
• Open to expatriates who have relocated abroad and are currently working or living remotely.
• Must be comfortable communicating with North American clients and working within North American business processes.
• Previous experience in construction, restoration, environmental services, or a related industry.

Schedule:

• 40 Hours/Week
• Monday-Friday 12:00PM-8:00PM EST

Offer and Benefits:

• Weeks 1–8: $8 USD/hour 
• Weeks 9-16: $9 USD/hour 
• Weeks 17 onwards: $10 USD/hour