Executive Admin & Finance Assistant · Remote

About the Company

We are a commercial construction company based in Bermuda. The founder and operator manages multiple active job sites simultaneously, coordinating field crews, truck drivers, and subcontractors. The business is growing and seeking its first dedicated office hire to free the owner to focus on field operations and new client development.

Role Overview

This is a full-time, fully remote executive administrative role with a financial operations component. You will be the single point of contact for all back-office functions — from managing communications and scheduling to maintaining QuickBooks records and coordinating vendor invoices. The expectation is a proactive, self-directed operator who can anticipate needs, clear bottlenecks, and keep the business running smoothly without constant direction.

Key Responsibilities

Admin & Operations

Manage owner's inbox and calendar
Coordinate scheduling across multiple job sites
Handle high-volume phone and email communications
Triage and route requests from field teams
Implement and manage tools like Slack or Monday.com for internal coordination
Track material orders and logistics requests

Finance & Bookkeeping

Maintain and update QuickBooks records
Process vendor and subcontractor invoices
Reconcile historical bookkeeping backlog
Track accounts payable across multiple contractors
Ensure vendor information is accurate and current
Flag discrepancies and escalate when needed

Required Skills & Experience

QuickBooks
Invoice management
Vendor coordination
Calendar and inbox management
Executive assistant experience
Proactive communication style
Slack or Monday.com familiarity
Strong written English
Self-directed working style
Construction industry background (a plus)

What We're Looking For

The ideal candidate doesn't wait to be told what to do next. If a task is overdue, they flag it. If a process is broken, they suggest a fix. They can manage the operational chaos of a construction business — juggling logistics, finance, and communications — with confidence and initiative. Prior experience supporting a founder or operations lead in a trade or construction environment is a strong advantage.

Compensation & Terms

Monthly salary: Dependent on experience and location
Contract type: Independent contractor

Working Hours

Full-time, with overlap aligned to the Bermuda time zone (AST, UTC−4)

Executive Admin / Finance Assistant (Construction) - 19825