Remote Administrative & Bookkeeping Lead (QuickBooks)

Job Summary:
We are seeking a reliable, detail-oriented, and growth-minded Remote Administrative & Bookkeeping Lead to support and manage core office operations for a construction cleaning and maintenance company. This role will handle client onboarding, billing, bookkeeping, and daily administrative coordination while working closely with ownership. The ideal candidate is a strong bookkeeper with leadership potential who can own processes, manage financial workflows, and grow into a broader office management and operations leadership role as the company expands. This is a key leadership position, starting as a hands-on administrative and bookkeeping role with a clear path toward increased responsibility, including operations oversight and team coordination.

Key Responsibilities:

Bookkeeping & Billing (Core Focus)

• Create and manage invoices for clients using QuickBooks or similar accounting software.
• Handle Accounts Receivable (AR), Accounts Payable (AP), collections, and payment tracking.
• Perform bank and account reconciliations.
• Prepare daily, weekly, and monthly financial and operational reports.
• Maintain accurate and organized financial records.

Administrative & Operations Support

• Onboard new clients and maintain client records.
• Coordinate office and administrative tasks related to cleaning and maintenance operations.
• Create proposals, estimates, and basic documentation.
• Support scheduling, coordination, and communication between maintenance teams and office operations.
• Communicate with clients and internal teams via WhatsApp, email, and phone.
• Maintain tracking documents using Google Sheets and internal systems.
• Maintain organized workflows and task tracking across platforms (ClickUp, Jobber, etc.).
• Act as the primary administrative and bookkeeping point of contact for the company.
• Take initiative in improving processes, organization, and reporting.
• Perform other tasks related to the position.

Qualifications & Requirements:

• Excellent English proficiency (written and spoken).
• Excellent Spanish proficiency (written and spoken).
• Strong interpersonal and phone communication skills with cross-functional teams and clients.
• Strong bookkeeping experience, including invoicing, Accounts Receivable (AR), Accounts Payable (AP), reconciliations, billing, collections and reporting.
• Prior experience in administrative, bookkeeping, office management, or operations support roles.
• Previous experience in leadership roles. 
• Comfortable working with accounting software QuickBooks.
• Experience with CRMs or task management tools (ClickUp, Jobber, or similar preferred).
• Highly organized, detail-oriented, and reliable.
• Strong sense of ownership, accountability, and leadership mindset.
• Excellent Email etiquette.
• Out-of-the-box thinker, reliable, and professional.
• Proficiency with Google Sheets and basic reporting.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Sound judgment and the capacity to comprehend and execute instructions promptly with minimal supervision.
• Reliable computer (Windows 10 or newer), two monitors, and stable high-speed internet.

Compensation & Benefits:

• 100% remote work.
• Compensation in USD.
• Full-time position with 40 hours weekly.
• Great work environment with potential for growth to leadership roles.