Administrative & Bookkeeping Assistant (U.S./Canada/UK background is required)
Application Deadline: 10 October 2026
Department: Operations
Employment Type: Full Time
Location: Toronto
Compensation: $8.00 - $10.00 / hour
Description
- Provide daily administrative support to project managers and the operations team.
- Manage calendars, scheduling, emails, and routine correspondence.
- Organize and maintain digital files, records, and project documentation.
- Maintain accurate project information in company systems, including Job Thread/FSM.
- Assist with tracking project-related tasks, information, and documentation.
- Perform general administrative and operational support as needed.
- Create, issue, and track invoices using QuickBooks.
- Maintain accurate records of invoices, payments, and accounts receivable.
- Monitor outstanding balances and follow up with clients regarding overdue payments.
- Follow up with clients when additional billing or payment information is required.
- Perform basic bookkeeping and financial record-keeping tasks.
- Assist with reconciling and organizing payment-related information.
- Maintain accurate and up-to-date financial records.
- Assist with preparing client proposals using company templates, previous examples, and available resources.
- Use ChatGPT and other AI tools to assist with drafting, formatting, and organizing proposal content when appropriate.
- Prepare and track Certificates of Insurance (COIs).
- Prepare credit card authorization forms and other client or project documentation.
- Maintain organized records of required forms and supporting documents.
- Assist with regulatory documentation and notifications for agencies such as the Department of Health and EPA.
- Follow up on documentation requirements and ensure materials are completed and submitted on time.
Hard Requirements:
- Previous experience in administrative support, virtual assistance, bookkeeping, office administration, or operations support.
- Working knowledge of QuickBooks and Microsoft Excel.
- Experience with invoicing, payment tracking, accounts receivable, or basic bookkeeping.
- Strong written and verbal English communication skills.
- Excellent organizational and time-management skills.
- Strong attention to detail and accuracy.
- Comfortable using ChatGPT or similar AI tools to support administrative and documentation tasks.
- Ability to work independently with minimal supervision.
- Ability to manage multiple priorities and deadlines.
- Comfortable working with remote teams and cloud-based systems.
- Must have grown up in the United States, Canada, or the United Kingdom.
- Open to expatriates who have relocated abroad and are currently working or living remotely.
- Must be comfortable communicating with North American clients and working within North American business processes.
- Previous experience in construction, restoration, environmental services, or a related industry.
Schedule:
HOURS/WEEK:
- 40 Hours/Week
- Monday-Friday 12:00PM-8:00PM EST
Offer and Benefits:
- Weeks 1–8: $8 USD/hour
- Weeks 9-16: $9 USD/hour
- Weeks 17 onwards: $10 USD/hour
