What are the responsibilities and job description for the Executive Assistant ( with Quickbooks) position at Vigilant Restoration- Myrtle Beach?
Position: Executive Assistant & QuickBooks Bookkeeper for Construction / Contracting
Location: Myrtle Beach, SC (On site with some remote flexibility)
Employment Type: Part-Time to Full-Time (25–40 hours per week)
Compensation: DOE
About the Role
We are seeking a highly organized, detail-oriented Executive Assistant with strong QuickBooks experience to support our construction operations. This hybrid role combines high-level administrative support to company leadership with daily financial and project-related bookkeeping tasks.
The position is structured for 25–40 hours per week, depending on workload and candidate availability. The ideal candidate can manage multiple construction projects, stay ahead of scheduling demands, and maintain accurate financial and administrative records.
Key Responsibilities
Executive & Administrative Support
- Manage the executive’s calendar, appointments, and daily schedule
- Communicate with subcontractors, suppliers, clients, as necessary
- Assist with permit applications, renewals, and follow-ups
- Maintain organized digital filing systems for jobs, estimates, and contracts
- Draft and send professional emails, letters, proposals, and internal memos
Construction Bookkeeping & QuickBooks Duties heavy in job costing and budget control Financial Tasks
- Oversee Accounts Payable (AP) and Accounts Receivable (AR)
- Oversee Processing of invoices from subcontractors and suppliers
- Oversee purchase orders and track material and labor costs
- Reconcile bank and credit card statements monthly
- Maintain job costing within QuickBooks for multiple projects
- Assist with budgets, cost-to-complete reports, and financial updates
- Prepare weekly or monthly reports for leadership Project & Compliance Tasks
- Set up new jobs in QuickBooks with proper coding
- Track change orders, progress billing, and retainage
- Ensure subcontractor documentation is complete (COIs, W-9s, agreements)
- Assist with payroll preparation or submission (if applicable)
- Maintain financial and project documentation for audits or inspections Qualifications Required
- Experience in the construction or contracting industry
- Proficiency with QuickBooks (Desktop)
- Strong understanding of job costing and construction billing
- Excellent organizational and time-management skills
- Strong communication skills with subcontractors, vendors, and clients
- Ability to manage shifting priorities and multiple deadlines
- Accuracy and attention to detail Preferred
- Experience with construction/project management software
- Payroll experience, especially with field teams Personal Traits
- Proactive and dependable
- Able to work independently with minimal supervision
- Problem-solver with a strong sense of urgency
- Trustworthy with confidential information
- Team-oriented, positive attitude
Compensation & Benefits
- Competitive pay depending on skills and experience
- 25–40 hours per week with potential for some schedule flexibility
- Paid time off and holidays as per company guidelines
- Opportunities for advancement
- Additional benefits available depending on employment status
Job Type: Full-time
Pay: From $20.00 per hour
Expected hours: 25 – 40 per week
Benefits:
- 401(k) matching
Education:
- Bachelor's (Preferred)
Experience:
- Executive administrative support: 3 years (Required)
Work Location: In person
Salary : $20