Office Administrator

hace 2 semanas

Colombia MADRID HOLLY BAY CORPORATION A tiempo completo

We are seeking a highly organized Office Administrator & Accounting Support professional to support the daily administrative and accounting operations of our U.S.based construction company. This role is focused on administrative coordination, bookkeeping support, accounts payable/receivable assistance, payroll coordination, and compliance documentation.

The position is remote, based in Colombia, and requires C1 (Advanced) English proficiency, as daily communication with U.S.based clients, vendors, and internal teams is required.

**Key ResponsibilitiesAdministrative & Office Support**
- Manage day-to-day administrative tasks for a remote construction office
- Maintain organized digital records for contracts, insurance, licenses, permits, and compliance documents
- Coordinate onboarding and offboarding of employees and subcontractors
- Maintain personnel files, certifications, and training documentation
- Support project managers with administrative documentation and reporting
- Coordinate office correspondence, phone calls, and vendor communications

**Accounting & Bookkeeping Support**
- Maintain accurate bookkeeping records in **QuickBooks Online** (or similar)
- Record accounts payable, accounts receivable, payroll entries, and journal entries
- Reconcile bank accounts, credit cards, and loan accounts monthly
- Track job costs by project and cost code (data entry and organization only)
- Assist with preparation of monthly financial reports for management review

**Accounts Payable (AP)**
- Process vendor and subcontractor invoices
- Verify invoices against contracts, purchase orders, and job documentation
- Ensure lien releases, insurance, and compliance requirements are in place prior to payment
- Track payment terms and maintain organized AP records

**Accounts Receivable (AR) & Billing Support**
- Track approved billings, retainage, and outstanding receivables
- Follow up on unpaid invoices and coordinate collections with project managers
- Support final billing and closeout invoicing

**Payroll & Compliance Support**
- Assist with payroll processing and verification of labor hours by project
- Coordinate with payroll provider (ADP or equivalent)
- Assist with certified payroll reporting when required
- Maintain insurance certificates (COIs), renewals, and compliance records
- Assist with audits and document requests from general contractors and owners

**Required Qualifications**
- **English proficiency: C1 (Advanced) or higher - REQUIRED**:

- Bilingual English / Spanish (spoken and written)
- Minimum 3 years of experience in administrative and/or accounting support roles
- Experience with QuickBooks Online or similar accounting systems
- Proficiency in Microsoft Word and Excel
- Strong organizational skills and attention to detail
- Ability to work independently in a remote environment

**Work Schedule**
- Monday-Friday
- 40 hours per week
- U.S. business calendar

**Important Notice**

**How to Apply**

If you meet all requirements and are interested in this opportunity, please submit your resume in English for consideration.

Work Location: Remote

Application Deadline: 13/01/2026
Expected Start Date: 19/01/2026

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