Remote Administrative & Operations Coordinator (Bookkeeping Knowledge)

About the Role

The role entails a wide range of responsibilities, from preparing job estimates and maintaining accurate cost documentation to coordinating with contractors and scheduling workers for upcoming jobs. You will also be responsible for tracking job-related expenses, organizing permits and documentation in Google Drive, and assisting with payroll tracking and vendor payments.

The Hello Team is a company that values strong administrative experience, excellent organizational skills, and proficiency with spreadsheets and office software. As a remote team member, you will be expected to work independently, managing multiple tasks and priorities while maintaining accurate records and strong follow-up processes.

What You Will Do

• Prepare job estimates and maintain accurate cost documentation
• Coordinate with contractors to confirm work readiness and availability
• Schedule workers for upcoming jobs and daily assignments
• Record hours worked for each job in the corresponding job sheet
• Document change orders and updates within job notes
• Add materials to order sheets while tracking active jobs
• Track miscellaneous job-related charges and expenses
• Add invoices to job sheets to calculate total job costs, including labor, materials, and additional expenses
• Enter job information into the master tracking sheet and maintain accurate records
• Track outstanding expenses such as taxes, workers compensation, and insurance
• Record single-day jobs in the primary tracking sheet
• Open permits and organize all related documentation in Google Drive
• Create a dedicated folder for each job and upload all permits and supporting files

What We Are Looking For

• Proficient level of English (written and spoken)
• Experience with QuickBooks or similar bookkeeping software preferred but not required
• Highly organized with strong attention to detail
• Strong record-keeping, documentation, and tracking abilities
• Ability to manage multiple tasks, priorities, and follow-ups efficiently
• Prior administrative or office support experience
• Professional demeanor with proven administrative experience in a professional environment
• Proficiency in Microsoft Office (Word, Excel, Outlook) and Google Drive
• Ability to work in alignment with U.S. Eastern Time (New York time) business hours

Nice to Have

• Experience with project management software
• Knowledge of financial management and bookkeeping principles
• Certification in administrative assistance or a related field

Benefits and Perks

• 100% remote work
• Compensation in USD
• Full-time position with 40 hours weekly
• Long-term career opportunity
• Great work environment with a dynamic and fast-paced team
• Opportunity for professional growth and development

• Make sure to highlight your bookkeeping and Excel skills in your application, as these are essential for the role
• Be prepared to provide examples of your experience with administrative software and tools
• Showcase your ability to work independently and manage multiple tasks and priorities
• Emphasize your attention to detail and strong organizational skills
• Be prepared to discuss your experience with financial management and operational coordination
• Research the company and be prepared to ask questions about the role and the team during the interview process