We are seeking a highly organized and detail-oriented Office Administrator to join our team. The ideal candidate will be responsible for handling billing, accounting tasks, and general office administration to ensure the smooth operation of the business. This position requires strong communication skills, proficiency in English, a good understanding of financial processes, and a proactive approach to managing administrative duties in the construction industry.

Key Responsibilities:

• Billing & Invoicing:
• Prepare and issue invoices to clients in a timely and accurate manner.
• Monitor and follow up on outstanding payments, ensuring timely collection of payments.
• Reconcile billing discrepancies and resolve issues with clients or vendors.
• Maintain billing records and track payments.
• Assist in preparing financial reports related to billing and accounts receivable.
• Accounting:
• Process and manage accounts payable and accounts receivable.
• Assist with monthly and annual financial closing.
• Monitor and maintain the company's financial records, ensuring accuracy and compliance with company policies and accounting standards.
• Prepare financial reports, including balance sheets, income statements, and profit and loss statements.
• Assist in the preparation of budgets and forecasts.
• Administration:
• Manage day-to-day office operations and ensure a smooth workflow.
• Coordinate and schedule meetings, appointments, and travel arrangements.
• Organize and maintain office files, records, and documentation.
• Handle incoming calls, emails, and correspondence.
• Order and maintain office supplies, ensuring inventory is sufficient for day-to-day operations.
• Customer and Vendor Relations:
• Act as a point of contact for clients and vendors regarding billing inquiries or issues.
• Build and maintain strong relationships with clients, vendors, and internal departments.
• Compliance and Record Keeping:
• Ensure that all financial and administrative activities comply with company policies and relevant regulations.
• Assist with audits, as necessary, and ensure accurate record-keeping for financial and administrative processes.

Qualifications:

• Proven experience in office administration, billing, and accounting.
• Strong knowledge of accounting software (e.g., QuickBooks, Xero, or similar).
• Proficient in Microsoft Office Suite (Excel, Word, Outlook).
• Excellent organizational skills with the ability to manage multiple tasks and deadlines.
• Strong attention to detail and accuracy in all tasks.
• Good communication skills, fluency in English, and the ability to work effectively with colleagues, clients, and vendors.
• Knowledge of basic accounting principles and practices.
• Ability to handle sensitive and confidential information with integrity.
• High school diploma or equivalent; Associate's degree in accounting, business, or a related field is preferred.

Work Environment:

• The position will be remote to start until and office is identified.