• Manage and oversee assigned sponsored programs during the award life cycle • Project financial administration, billing, collection, reporting, closeout, and audits • Provide high-level customer service to Principal Investigator (PI) and their delegates • Serve as primary liaison with the sponsor • Prepare and submit invoices to sponsors • Analyze and resolve problems related to administration and compliance • Ensure timely closeout of projects to defined standards

• Act as a Strategic Consultant: Partner with cross-functional teams (Accounting, Operations, Sales) to deeply understand their objectives. Don't just execute requests; analyze if the requested change is actually the right way to achieve the goal in the first place. • Guard Against Technical Debt: Aggressively protect our NetSuite environment by reducing unnecessary customizations. Champion standard, out-of-the-box (OOTB) functionality to ensure long-term stability, cleaner data, and easier system upgrades. • Challenge the Status Quo: Continuously audit our existing workflows, scripts, and processes. If we are doing something just because "that's how it's always been done," proactively highlight the weakness and engineer a leaner, more efficient way. • Champion Business Continuity: Proactively identify single points of failure, security vulnerabilities, or fragile workflows. Build robust solutions that ensure daily operations run smoothly as the business scales. • Intelligent Development & Administration: Design, test, and deploy SuiteScript, workflows, and integrations *only when necessary*. Build and maintain saved searches, reports, and dashboards to deliver actionable business intelligence. • Manage the Foundation: Oversee user setup, roles, permissions, and access controls to ensure secure and efficient system usage, while maintaining strict compliance with change management policies. • Provide Expert Support: Serve as the technical point of contact, providing front-line user support, troubleshooting, and training. *(Note: Occasional support outside standard business hours may be required for critical implementations).

Role Description We are looking for a highly capable Virtual Assistant to manage both finance and project support functions across multiple active construction projects. This role combines full accounts payable and receivable responsibilities with project execution tasks, working alongside an AI drafting assistant to ensure accurate, timely processing of financial and project documentation. Key Responsibilities: - Accounts Payable: - Enter, code, and verify supplier and subcontractor invoices in Dext and Xero. - Process all invoices on the day of receipt. - Prepare weekly payment runs. - Maintain supplier records and compliance documentation. - Update registers daily. - File documents immediately upon issue. (35-45 invoices/week) - Accounts Receivable: - Issue client progress invoices. - Send payment reminders. - Follow up on overdue accounts. - Maintain AR registers. - Payroll & Timesheets: - Reconcile timesheets. - Prepare payroll summaries. - Follow up on submissions. - Project Support: - Execute AI-drafted variations, purchase orders, and RFIs. - Update project registers. - Liaise with subcontractors and suppliers. - File documentation accurately. - Reporting & Administration: - Maintain budgets, cost trackers, compliance registers, and project reports. - Liaise with the external accountant to support monthly reconciliation. - Assist with HR onboarding, leave tracking, and meeting coordination. - Systems & AI Collaboration: - Work efficiently with Xero, Microsoft Office, Dext, Wunderbuild/Buildertrend/Procore, SharePoint, and AI tools to execute tasks accurately and on time. - Communicate with suppliers and subcontractors via phone and email on a daily basis. Qualifications - Minimum 2 years’ end-to-end experience in accounts payable and receivable. - Construction industry experience is required, as candidates must have a strong understanding of the building process to perform effectively in this role. - Proficient in Xero for invoicing, payments, and reconciliation. - Must have experience with Dext. - Proficiency with AI tools to streamline tasks and improve efficiency. - Strong organizational skills, attention to detail, and ability to manage multiple tasks independently. - Excellent command of written and spoken English. - Comfortable assisting with employee onboarding, compliance documentation, and general administrative tasks. Requirements - This is a remote role that will be set up via an Employer of Record (EOR) service. - Includes statutory benefits like HMO and 13th month pay.

• Handling administrative and organisational tasks • Drafting and overseeing contracts • Office administration (mail, filing, scheduling, office supplies) • HR administration (recruiting, applicant management) • Coordination with external service providers