Executive & Administrative Assistant Bookkeeping | Project Coordination | Client & Employee Relations

B&E Home Care; Jacksonville (FL); On-site; USD 42,000 - 60,000; Full time

Job summary

B&E Home Care is seeking an Executive & Administrative Assistant to support executive leadership with bookkeeping, project coordination, and client and employee relations. This role combines hands-on administrative work with strategic initiatives to help our organization grow.

You will maintain financial records in QuickBooks Online, manage calendars, prepare reports and presentations, and collaborate across business units to ensure smooth daily operations.

Qualifications

• Strong bookkeeping experience with QuickBooks Online and financial record-keeping.
• Experience providing administrative support or executive assistance.
• Excellent communication and customer service skills.
• High attention to detail and strong organizational skills.
• Proficiency with MS Office 365 apps (Excel, Outlook, Word).
• Ability to handle multiple priorities and work independently.
• Professional, dependable, and discreet in handling confidential information.

Responsibilities

• Maintain accurate financial records using QuickBooks Online.
• Record and categorize transactions, expenses, and payments.
• Perform bank and credit card reconciliations.
• Assist with invoicing, accounts payable, and accounts receivable.
• Prepare basic financial reports and maintain organized bookkeeping records.
• Coordinate with external accountants as needed.
• Assist executive leadership with implementing business goals and projects.
• Conduct research on vendors, opportunities, software, and operational improvements.
• Create project trackers, organize deadlines, and follow up on actions.
• Coordinate meetings, calendars, and executive correspondence.

Skills

Communication skills

Organizational skills

Multitasking

Confidentiality

Independent working

Research skills

Customer service

Tools

QuickBooks Online

Microsoft 365

Excel

Outlook

Word

Asana / PM tools

Job description

B&E Home Care is seeking a highly organized, dependable, and proactive Executive & Administrative Assistant to support executive leadership with bookkeeping, business projects, administrative coordination, and client and employee relations.

We are looking for someone who does more than complete assigned tasks—someone who anticipates needs, takes initiative, follows through, and helps turn ideas into results.

This position offers the opportunity to work closely with executive leadership, gain exposure to multiple business operations, and grow professionally as our organization expands.

Key Responsibilities

Bookkeeping & QuickBooks

• Maintain accurate financial records using QuickBooks Online.
• Record and categorize transactions, expenses, and payments.
• Perform bank and credit card reconciliations.
• Assist with invoicing, accounts payable, and accounts receivable.
• Prepare basic financial reports and maintain organized bookkeeping records.
• Coordinate with external accountants as needed.

Executive & Project Support

• Assist executive leadership with implementing business goals, strategic initiatives, and special projects.
• Conduct research on vendors, business opportunities, software, and operational improvements.
• Create project trackers, organize deadlines, and follow up on assigned action items.
• Coordinate meetings, calendars, appointments, and executive correspondence.
• Prepare reports, spreadsheets, presentations, and business documents.
• Assist with administrative needs across multiple business entities.
• Provide occasional personal assistant support, including scheduling, reservations, and administrative errands.

Client Relations & Quality Assurance

• Conduct routine client satisfaction and quality assurance calls.
• Follow up with clients and families regarding their experience with B&E Home Care.
• Document feedback, concerns, compliments, and service improvement opportunities.
• Escalate service concerns to the appropriate department and track resolution.
• Make birthday calls to clients and coordinate personalized recognition.
• Assist with client appreciation and relationship-building initiatives.

Employee Engagement & Recognition

• Make employee birthday calls and coordinate birthday recognition.
• Assist with employee appreciation activities and recognition programs.
• Conduct employee check-in calls as assigned.
• Support initiatives that strengthen employee engagement, morale, and retention.
• Maintain accurate birthday and recognition calendars.

Administrative & Operational Support

• Maintain organized electronic files and records.
• Assist with internal communications and departmental follow-ups.
• Track assignments and deadlines using Microsoft 365 and project management tools.
• Provide general administrative support to ensure smooth daily operations.
• Handle confidential business, employee, client, and executive information with discretion.

Required Qualifications

• Strong hands-on experience with QuickBooks Online, including transaction entry and bank reconciliation.
• Previous experience in bookkeeping, administrative support, or executive assistance.
• Excellent communication and customer service skills.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office 365, particularly Excel, Outlook, and Word.
• Ability to manage multiple priorities and work independently.
• Professional, friendly, dependable, and comfortable communicating by telephone.
• Strong research, follow-up, and problem-solving skills.
• Ability to maintain confidentiality.

Preferred

• Experience supporting business owners or executive leadership.
• Healthcare or home care industry experience.
• Experience with Asana or other project management tools.
• Experience coordinating employee engagement or customer satisfaction programs.

Opportunities for Growth

This position offers direct exposure to executive leadership, business operations, financial administration, and strategic projects.

• As B&E Home Care continues to expand, successful performance may lead to increased responsibilities, compensation growth, and advancement into senior administrative, executive support, or project coordination roles.

The B&E Standard: Excellence in Every Action

At B&E Home Care, we believe exceptional care begins with exceptional people. Guided by our values of Compassion, Excellence, Integrity, Accountability, and Teamwork, we are building a culture where doing what is right, taking ownership, and exceeding expectations are the standard—not the exception. We seek individuals who lead with purpose, serve with heart, and take pride in making a meaningful difference. We don't just make promises—we show up, follow through, and earn trust every day. Because at B&E, our clients are counting on us.