About the Role:

The General Admin provides administrative and operational support to the Project Engineer and Accounting team. This role focuses on collecting required documents, following up with subcontractors, creating and maintaining Excel spreadsheets, and assisting the team with general administrative tasks to keep projects and accounting workflows organized and running smoothly.

The ideal candidate is organized, detail-oriented, and proactive in following up on outstanding documents and requests. A background in accounting and experience with Excel are preferred. The candidate should be tech-savvy, comfortable communicating with subcontractors and internal team members, and able to learn new industry-specific software quickly.

Key Responsibilities

• Collect, organize, and maintain documents required from subcontractors and other relevant parties.
• Follow up with subcontractors to obtain missing documents and ensure timely submission.
• Create, update, and maintain Excel spreadsheets to track information, documents, and administrative tasks.
• Provide general administrative support to the Project Engineer and Accounting team.
• Maintain accurate electronic records and ensure documents are properly organized for easy retrieval.
• Track outstanding items, deadlines, and follow-up requirements.
• Communicate professionally with subcontractors and internal team members regarding documentation needs and status updates.
• Assist with routine accounting-related administrative tasks as needed.
• Review documents and spreadsheet entries for completeness and accuracy.
• Learn and use industry-specific software and digital tools to support team operations.
• Spend approximately 0–25% of each shift handling phone-based communication.

Qualifications & Skills

Important Skills:

• Strong organizational and administrative skills.
• Proficiency in Microsoft Excel or similar spreadsheet tools.
• Accounting background or familiarity with basic accounting processes preferred.
• Strong attention to detail and accuracy.
• Ability to collect, track, and manage documentation.
• Effective written and verbal communication skills.
• Professional follow-up and coordination skills when working with subcontractors.
• Ability to maintain accurate records and organized electronic files.
• Strong time management and task prioritization skills.
• Strong computer and technology skills.
• Ability to learn new industry-specific software quickly.
• Ability to work independently while supporting a collaborative team.

Ideal Personality & Mindset:

• Dependable and accountable.
• Organized and methodical.
• Proactive in following up on outstanding tasks.
• Detail-oriented and accuracy-focused.
• Resourceful when resolving routine administrative issues.
• Responsive and professional in communication.
• Adaptable and eager to learn new systems.
• Collaborative and supportive of team priorities.
• Consistent in meeting deadlines and maintaining records.
• Comfortable managing multiple administrative responsibilities.

Tools & Technologies

• Microsoft Excel or similar spreadsheet software.
• Email and communication platforms.
• Electronic document management and filing systems.
• Accounting software or financial recordkeeping tools, as applicable.
• Industry-specific project or administrative software, with the ability to learn new tools quickly.

Skills requirements:

• Excellent English verbal and written communication
• Strategic thinker
• Writing and documentation skills
• Must be able to prioritize work
• Courteous and friendly
• Organized and has great attention to detail and quality assurance
• Ability to build trust
• Ability to work independently and manage multiple priorities
• Phone communication skills
• Other skills as required

Software requirement:

• Licensed OS

Hardware requirements:

• 5 MBPS or higher Internet (hardwired / not WIFI). If you don’t have 5 MBPS then you must agree to if selected.
• Private and quiet dedicated home office area
• Modern computer and operating system
• Back-ups in case of power or Telco interruptions
• Good headset and webcam (Preferably noise-canceling headset)

Work Schedule & Environment

• Monday through Friday.
• 8:30 AM – 4:30 PM Pacific Daylight Time (PDT).
• Remote work environment.
• Primarily administrative and documentation-focused work, with occasional phone communication.
• Works closely with the Project Engineer and Accounting team to support document collection, spreadsheet maintenance, and general operations.

Compensation

• $5/hour.
• All raises and bonuses are at the discretion of the client.