Executive Admin / Finance Assistant (Construction) - 19825

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)