We are a growing U.S.-based construction and home-services company serving the Washington, D.C. metropolitan area. We are looking for a highly organized, proactive and dependable Remote Office Manager / Administrative & Bookkeeping Coordinator based in Mexico.
This is a full-time remote position working directly with the company owner. The successful candidate will take responsibility for much of the day-to-day administrative operation of the business, helping keep customers, workers, jobs, estimates, invoices and financial records organized.
This is not simply a data-entry VA position. We are looking for someone who takes initiative, solves routine problems independently and helps make the owner’s day easier.
Working Hours: Monday–Friday, aligned with U.S. Eastern Time.
Main Responsibilities
Scheduling & Operations
- Manage the company’s daily and weekly schedule.
- Schedule customer estimates, jobs, repairs and warranty appointments.
- Organize appointments efficiently to minimize unnecessary travel and scheduling conflicts.
- Coordinate with workers and subcontractors to ensure they know where and when they are expected at each job.
- Confirm workers are attending scheduled jobs and address delays or scheduling problems.
- Communicate schedule changes with customers when necessary.
- Maintain an accurate overview of upcoming, active and completed jobs.
Estimates & Invoicing
- Create professional customer estimates using pricing and scope information provided by the owner.
- Prepare and send customer invoices.
- Make estimate and invoice revisions when requested.
- Ensure completed jobs are invoiced promptly.
- Track estimates awaiting customer decisions.
- Track outstanding invoices and payments.
- Follow up regarding unpaid invoices when necessary.
Creating estimates and invoices is a daily and important responsibility of this position.
Bookkeeping & Weekly Financial Reporting
- Maintain accurate bookkeeping records.
- Categorize income and business expenses.
- Record and match customer payments.
- Track accounts receivable.
- Record materials, subcontractor and other job expenses.
- Organize receipts and supporting documents.
- Assist with bank and credit-card reconciliations.
- Maintain accurate records using QuickBooks Online.
- Prepare a weekly Profit & Loss summary for the owner.
We prefer to review financial performance week by week rather than only monthly.
The weekly report should provide a clear overview of:
- Revenue
- Job/material costs
- Labor and subcontractor costs
- Operating expenses
- Outstanding customer invoices
- Payments received
- Estimated gross profit
- Estimated operating/net profit
Complex accounting and tax matters will remain the responsibility of the company’s accountant/CPA.
Customer Communication
- Communicate professionally with U.S.-based customers by telephone and email.
- Answer incoming customer calls when required.
- Follow up with customers after estimates have been provided.
- Schedule and confirm appointments.
- Send customer reminders.
- Follow up on outstanding matters.
- Maintain accurate notes regarding customer communications.
- Escalate technical, pricing or sensitive matters to the owner when appropriate.
Warranty Coordination
- Act as an administrative point of contact for existing customers requiring warranty service.
- Gather details and photographs regarding warranty concerns.
- Review previous job information.
- Coordinate with the owner and field workers regarding necessary repairs.
- Schedule warranty visits.
- Keep customers informed.
- Follow warranty issues through until the necessary work has been completed.
Direct Support to the Owner
- Report directly to the company owner.
- Provide concise updates regarding jobs, scheduling, workers, customers, invoices and issues requiring attention.
- Identify which matters can be handled independently and which genuinely require the owner’s involvement.
- Help reduce the amount of routine administrative work the owner needs to personally manage.
- Complete additional reasonable administrative and operational tasks as needed.
Required Qualifications
- Fluent/advanced spoken and written English
- Comfortable speaking with U.S. customers entirely in English
- Experience with QuickBooks Online
- Basic bookkeeping knowledge
- Experience creating invoices and/or estimates
- Strong organizational and time-management skills
- Excellent attention to detail
- Comfortable managing multiple priorities
- Strong telephone and customer-service skills
- Comfortable using spreadsheets and cloud-based software
- Reliable computer and high-speed internet connection
- Quiet, professional environment for telephone calls
- Ability to work independently without constant supervision
- Ability to work full-time during U.S. Eastern Time business hours
Preferred Experience
Experience in any of the following is highly desirable:
- Construction or home-services businesses
- Roofing or home improvement
- Property management
- Field-service companies
- Scheduling technicians, contractors or field workers
- Accounts receivable
- U.S. or Canadian companies
- Customer telephone support
Who We Are Looking For
We want someone who is proactive rather than someone who waits to be told what to do.
For example, if tomorrow’s worker has not confirmed their job, you follow up. If an invoice is overdue, you notice it. If a customer has not responded to an estimate, you follow up. If the schedule has a problem, you identify it and help resolve it.
The right person will become a trusted part of the company and will have the opportunity to take on greater responsibility as the business grows.
Job Type: Full-time
Pay: $25,000.00 - $32,000.00 per month
Work Location: Remote
