Executive Administrator (Bookkeeping & Construction Admin) – Part or Full Time

About the Role

We are a growing design-build firm seeking a highly organized, self-driven Executive Administrator to support financial tracking, project budgets, and construction documentation.

This role works directly with the owner and requires strong bookkeeping skills combined with the ability to manage administrative and operational tasks, as well as setting up and further developing company administrative systems and workflows.

Key Responsibilities

Bookkeeping & Financial Tracking

• Prepare and send invoices; track payments and follow up on outstanding balances
• Maintain and update project budgets and cost tracking (Excel/Google Sheets)
• Assist with bill pay, expense tracking, and vendor coordination
• Organize financial records and coordinate with CPA
• Monitor cash flow items and flag issues proactively

Construction Administration

• Prepare and track RFIs, submittals, and change orders for review
• Maintain logs and documentation across active projects
• Coordinate with subcontractors/vendors for paperwork and follow-ups
• Track insurance certificates, permits, and compliance items
• Ability to handle multiple projects

Operations Support

• Manage scheduling, emails, and task tracking
• Set up and maintain organized digital filing systems
• Track deadlines and ensure consistent follow-through

Qualifications

• 2+ years experience in bookkeeping, accounting support, or financial operations
• Strong proficiency in Excel or Google Sheets (required)
• Experience in construction, architecture, or design-build preferred
• Familiarity with RFIs, submittals, and change orders (or ability to learn quickly)
• Highly self-motivated with strong initiative and follow-through
• Tech-savvy and comfortable using modern tools, including AI-assisted workflows
• Experience with QuickBooks or similar software preferred

Ideal Candidate

• Strong financial mindset with attention to detail
• Organized, proactive, and comfortable working independently
• Able to manage multiple priorities without constant oversight
• Interested in construction, design, and small business operations
• Willing to grow with the company

Pay: $30.00 - $45.00 per hour

Benefits:

• Flexible schedule
• Paid time off
• Professional development assistance

Work Location: Hybrid remote in Los Angeles, CA