Executive Assistant Bookkeeper (Construction)

Cowdin Design + Build

Executive Assistant Bookkeeper (Construction)

Location: Fully remote (open globally; candidates near U.S. Eastern Time preferred for collaboration).

Keep Our Projects -- and Finances -- Running Smoothly

At Cowdin Design + Build, we believe that great design depends on both creativity and precision. As we craft beautiful homes for families across Metro Detroit's west side, we rely on accurate books, organized systems, and proactive communication to keep every project moving.

We're seeking a detail-oriented Executive Assistant Bookkeeper to help manage financial operations, vendor relations, and day-to-day administrative support. This role blends professional bookkeeping with digital organization and light executive assistance, including handling some of the Principal's personal tasks. The ideal candidate has experience in the construction industry.

If you're organized, trustworthy, and thrive on structure and accuracy, this is an opportunity to support a high-performing design-build firm from behind the scenes.

Key Responsibilities

Accounts Payable & Vendor Management

• Receive and enter vendor bills into Buildertrend; ensure proper coding and attachments.
• Match invoices to purchase orders and confirm accuracy.
• Track and update vendor compliance documents such as COIs and W-9s.
• Monitor open bills and track payments.
• Identify missing, duplicate, or miscoded entries and follow up for corrections.
  
  

Compliance & Audit Readiness

• Maintain accurate vendor tax data and assist with 1099 preparation.
• Support insurance, liability, and workers' compensation audits by organizing required documentation.
• Provide data and reports for budget meetings.
  
  

Systems & Reporting Support

• Monitor Buildertrend and QuickBooks integrations and correct sync errors.
• Maintain simple management dashboards (Open Bills, Cost-to-Complete, WIP summaries).
• Recommend improvements or automations to enhance workflow efficiency.
  
  

Administrative & Personal Support

• Manage and help organize the Principal's personal records and household accounts.
• Assist with Principal's personal on-line errands.
• Daily management of Principal's email with prioritization, follow-ups and action items.
• Assist with Principal's calendar and meeting notes, providing meeting summaries, follow-ups, action items and tracking progress.
• Support the companies digital file management and maintain well-labeled online folders.
• Track recurring administrative tasks and ensure timely completion.
  
  

Core Value Alignment

• Communicates clearly, proactively, and respectfully.
• Demonstrates integrity, reliability, and discretion with sensitive information.
• Owns outcomes and follows through until tasks are complete.
• Embraces continuous improvement and organized systems.
• Builds trust through consistency, collaboration, and accountability.
  
  

Qualifications

• 2+ years of bookkeeping or accounting support experience (QuickBooks and/or Buildertrend preferred).
• Strong understanding of A/P, A/R, reconciliation, and job cost tracking.
• Experience supporting small businesses or construction/design firms is a major plus.
• Highly organized with exceptional attention to detail and accuracy.
• Comfortable managing multiple priorities independently in a remote environment.
• Reliable internet and ability to collaborate during U.S. Eastern Time hours.
• Proven ability to maintain confidentiality and handle sensitive information.
  
  

Pay, Schedule & Benefits

• Hourly pay: $6-$10 USD/hour, depending on experience.
• Contractor position (1099); responsible for own taxes and benefits.
• Flexible remote schedule with regular check-ins during U.S. hours.
• Long-term opportunity with consistent workload and professional growth.
• Training provided on Cowdin's systems, processes, and financial standards.
  
  

Cowdin Design + Build is an equal opportunity employer. We celebrate diversity and are committed to an inclusive environment. Employment is at-will and contingent upon reference and background checks.