Radar Hire is searching for a:

Executive / Administrative Assistant with Quickbooks Experience

 

Location: Remote (9am – 5pm Eastern Time Zone)

Employment Type: Full-time

Experience Required: Minimum 3-5 years

 

About the Role:

Radar Hire is seeking a highly organized and proactive Executive/Administrative Assistant to support the founder and leadership team of an established architecture firm based in the United States. The firm specializes in commercial architecture with a focus on design excellence and operational precision.

In this role, you’ll be the operational backbone of the firm—streamlining administrative processes, overseeing calendar coordination, managing internal systems, and ensuring smooth communication across departments. A core component of this role will involve extensive use of QuickBooks Online (QBO) to manage accounting workflows, invoicing, vendor payments, and client billing with a high degree of accuracy.

The ideal candidate thrives in fast-paced creative environments, has strong attention to detail, and can confidently take ownership of administrative and accounting processes from start to finish. Prior experience in architecture, construction, or professional services is a strong plus.

 

Key Responsibilities

Office & Project Administration

• Answer and route calls, manage voicemail, and filter out spam

• Maintain and update digital filing systems, office standards, and internal documents

• Coordinate CEU/Lunch & Learn sessions for continuing education

• Order and manage office supplies and monthly service items (e.g., water)

• Coordinate with IT providers and manage software licenses and subscriptions (AutoDesk, Bluebeam)

• Liaise with the HR/PEO provider for benefits, onboarding, and compliance support

• Maintain an up-to-date office calendar including PTO, meetings, site visits, and events
  

People Operations

• Post job openings, screen resumes, and schedule interviews

• Support new hire onboarding and documentation for terminated employees

• Review and approve timesheets, PTO requests, and payroll summaries

• Assist with annual benefits renewals and plan comparisons
  

Client & Compliance Support

• Submit government paperwork (e.g., Miami-Dade EDP) for project compliance

• Prepare and send lien waivers and payment release documents tied to invoicing cycles
  

Accounting & Project Coordination (with Heavy Emphasis on QuickBooks Online)

• Enter new clients and projects into QuickBooks Online (QBO) and Project Management Software

• Set up and maintain project estimates in QBO for phased billing

• Build and manage Project Management Software project structures: phases, hours, staffing allocations

• Handle recurring invoicing on the 15th and 30th of each month

• Send monthly statements on the 30th and track outstanding balances

• Pay and enter reimbursable expenses into QBO, including:

  • Courier fees

  • FedEx shipping

  • Printing services

  • Consultant/vendor fees

• Accurately code expenses and assign them to appropriate jobs

• Track and report on reimbursable’s to maintain project-level budget clarity

• Ensure timely and accurate payments to consultants and vendors

 

Required Skills & Qualifications

• 3-5 years of experience in executive or administrative support roles

• Proficiency in QuickBooks Online (QBO) with hands-on experience managing invoicing, estimates, expense coding, and vendor payments

• Experience supporting financial operations in a small business or professional services environment

• Strong organizational skills with the ability to manage multiple priorities and deadlines

• Excellent written and verbal communication skills

• High level of discretion and professionalism in handling confidential information

• Proficient in Google Workspace or Microsoft Office Suite, with strong spreadsheet skills

• Comfortable learning and using cloud-based tools like Monday, Trello, or Slack

• Self-starter mindset with a focus on proactive support and reliable follow-through
  
  

Nice to Have

• Experience working in or supporting an architecture, engineering, or construction firm
• Familiarity with industry-specific platforms like Monograph, AutoDesk, or Bluebeam
• Knowledge of basic accounting principles and project billing workflows

 

 

Working Hours

Eastern Standard Time (EST) | Monday to Friday | 9am – 5pm

If you are a proactive and detail-oriented administrative professional who enjoys supporting dynamic teams and creating structure in creative environments, we’d love to hear from you!

 

Why Join

• Work with a forward-thinking and mission-driven US company.
• Flexibility to work remotely.
• Opportunity for long-term growth and collaboration with global professionals.
• Play a pivotal role in supporting top-tier executives.

 

What We Offer:

• A competitive compensation package
• Generous paid time off and holiday pay (when applicable)
• Annual performance bonuses and referral incentives
• 100% remote work, operate from the comfort of your home
• Long-term career growth potential
• A support team to help you succeed
• Work with companies that align with your values and purpose

 

Required Application Materials

To move forward in the hiring process, please prepare and submit the following:

• Your resume saved in a .DOC file format
• Your portfolio provided as a PDF file
• A 3-5 minute video of yourself, speaking in English, answering the following questions (file must be .mov or .mp4 format only):
  • Your name, the City, and Country where you are working from.
  • Why are you an amazing candidate for this position?
  • Talk about your past work experience relevant to this job’s requirements.
  • What work accomplishment are you most proud of?
  • Why should you be chosen for this position?

 

Before uploading, double-check that both documents are in English and do not include personal contact details (such as your email address, phone number, physical location, or personal social media profiles), and avoid mentioning salary expectations or compensation history.