Office Manager / Executive Assistant

About the Role

This person is the owner's right hand across three businesses: a mechanical contracting company, an indoor golf simulator studio, and a residential real estate practice.

You'll keep the books clean, keep the bills going out, keep social media active, and keep the office running smoothly. No two days look the same. The right person sees what needs doing and handles it without being asked.

Key Responsibilities

Bookkeeping and Billing

• Manage QuickBooks Online for multiple companies
• Create and send invoices; follow up on past due accounts
• Enter and pay bills, track receivables and payables
• Reconcile bank and credit card accounts monthly
• Keep receipts and records organized for tax time

Social Media Management

• Plan, create, and post content for each business
• Keep a consistent posting schedule
• Respond to comments and messages promptly
• Track what's working and share simple monthly updates

Office Management

• Run the day to day operations of the office
• Answer calls and emails; route what needs the owner's attention
• Order supplies, manage vendors, and keep files organized
• Create and improve simple systems so nothing falls through the cracks

Executive Support

• Manage the owner's calendar, appointments, and deadlines
• Keep projects moving and follow up on open items
• Handle special projects across all three companies as needed

Must Haves

• QuickBooks: hands on experience with invoicing, bill pay, and reconciliations
• Social media management: proven experience running business accounts
• Communication: clear, friendly, and professional, written and spoken
• Organization: you keep track of the details across multiple businesses
• Initiative: you spot problems and solve them without waiting to be told
• Multitasking: you shift between priorities without dropping the ball
• Discretion: you handle financial and business information confidentially

Nice to Haves

• Experience in construction, real estate, or hospitality
• Comfort with Canva or similar design tools
• Experience supporting more than one business at a time

What Success Looks Like in 90 Days

• Invoices go out on time and past due accounts are being followed up
• QuickBooks is current and reconciled for every company
• Each business has a steady social media posting schedule
• The owner's calendar and inbox are under control
• The office runs smoothly without the owner stepping in

How to Apply

Email the following to [email protected]:

• Your resume
• Your salary requirements
• A cover letter telling us why this is the perfect job for you

Please put "Right Hand" in the subject line. Interviews begin the week of October 26.

Pay: $50,000.00 - $55,000.00 per year

Application Question(s):

• Do you have 2 or more years experience with Quickbooks?
• What is your strongest skill?
• What is your biggest weakness?

Work Location: In person