Construction Administrative Assistant – Permitting & Accounts

WEST COAST EXTERIORS
Position: Construction Administrative Assistant – Permitting & Accounts
Department: Office / Operations
Reports To: Office Manager
Location: Remote (Philippines) — supporting our Southwest Florida office (US Eastern Time)

ABOUT US
West Coast Exteriors is a licensed and insured exterior remodeling company serving Sarasota, Bradenton, and Southwest Florida for 10+ years. We install metal and shingle roofing, Hardie and metal siding, soffit and fascia, and impact windows and doors.

OVERVIEW
This role keeps our office running on the back end. You will own permitting and support our Office Manager with the day-to-day financial admin — accounts receivable, accounts payable, and payroll. The goal is simple: permits move fast, vendors are paid on time, money owed to us gets collected, and our books are always accurate and up to date. You are organized, proactive, and comfortable living in spreadsheets, QuickBooks, and county permitting portals.

JOB RESPONSIBILITIES (including but not limited to)

Permitting
- Prepare, submit, and track building permits across Southwest Florida jurisdictions (Sarasota County, Manatee County, and local municipalities).
- Follow up with municipalities on permit status and resolve missing-information requests.
- Schedule required inspections and keep permit status updated in Job Nimbus.

Accounts Payable (AP)
- Create vendor and supplier bills in QuickBooks Online (ABC Supply, Eastern, QXO, Alside, and others).
- When a vendor statement only sends individual invoices, tally them into a correct running total.
- Track due dates and schedule payments so nothing goes past due.
- When a customer draw payment is received, create all subcontractor and material bills tied to that draw within 7 days, so our QuickBooks AP report always reflects the real amount owed.

Accounts Receivable (AR)
- Track customer draws and invoices, follow up on open balances, and help collect money owed.
- Keep AR status current and flag overdue accounts.

Payroll
- Process weekly payroll and prepare supporting reports.

Bookkeeping Support
- Keep QuickBooks clean and current so financials are accurate at any time.
- Provide weekly cash, AR, and AP figures to the Office Manager and owner on request.

MAJOR COMPETENCIES
- QuickBooks Online proficiency (required or strong plus).
- Solid bookkeeping fundamentals — AR, AP, and reconciliations. Familiarity with construction draw schedules is a plus.
- Job Nimbus or similar CRM experience is a plus.
- Permitting or municipal portal experience is a plus.
- Highly organized, detail-oriented, and a proactive communicator who flags issues early.
- Strong written English.

SCHEDULE
- Full-time, 40 hours per week, with overlap on US Eastern Time business hours for permitting calls and team coordination. Your shift will be confirmed before you start.

HOW TO APPLY
Add the words "WEST COAST ADMIN" to the subject line of your application or we will NOT respond. In your message, tell us briefly about your QuickBooks and bookkeeping experience and any permitting or construction office work you have done.

COMPENSATION
- Base pay: approximately $1,000 USD per month, paid weekly via Wise.
- 13th-month bonus: paid annually, equal to one month of base pay (prorated during your first year based on months worked).