Administrative & Bookkeeping Assistant (U.S./Canada/UK background is required)

Job summary

Provide comprehensive administrative and bookkeeping support, including managing calendars, invoicing, and maintaining financial records. Assist with project documentation, regulatory filings, and the preparation of client proposals using AI tools.

Job details

Administrative & Bookkeeping Assistant (U.S./Canada/UK background is required) Application Deadline: 17 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

What you’ll do

Provide comprehensive administrative and bookkeeping support, including managing calendars, invoicing, and maintaining financial records. Assist with project documentation, regulatory filings, and the preparation of client proposals using AI tools.

Requirements

Requires previous experience in administrative or bookkeeping roles and proficiency in QuickBooks and Microsoft Excel. Candidates must have grown up in the U.S., Canada, or the U.K. and possess strong English communication skills.

Listed skills

• Administrative Support · Preferred
• Bookkeeping · Preferred
• Microsoft Excel · Preferred
• invoicing · Preferred
• Accounts receivable · Preferred
• Time management · Preferred
• ChatGPT · Preferred
• Communication · Preferred
• Data entry · Preferred
• Regulatory Compliance · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Bookkeeping
• QuickBooks
• Microsoft Excel
• Invoicing
• Payment tracking
• Accounts receivable
• Time management
• Organizational skills
• ChatGPT
• AI tools
• Communication
• Data entry
• Project documentation
• Regulatory compliance
• Regulatory Documents
• Project Documentation
• Administrative Support
• Office Administration
• Accounts Receivable
• Billing
• Business Process
• English Language
• Financial Statements
• Project Management
• Operations
• QuickBooks (Accounting Software)
• Time Management
• Scheduling
• Authorization (Computing)
• Detail Oriented

Job areas

• Administrative
• Finance & Accounting
• Construction
• Environmental & Sustainability
• Administrative Assistant/Bookkeeping
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive