Administrative and Bookkeeping Assistant

About the role

We are seeking a highly detail-oriented and proactive admin assistant to support the financial and operational backbone of a creative, service-driven business. This role plays a critical part in maintaining accuracy across bookkeeping, payroll, inventory tracking, and vendor management while ensuring day-to-day operations remain organized, efficient, and reliable.

This is a hands-on, execution-focused role ideal for someone who enjoys working with systems, numbers, documentation, and operational processes. The ideal candidate is highly organized, dependable, and capable of independently managing multiple responsibilities in a remote environment.

You will help create operational clarity by ensuring financial records, inventory systems, vendor relationships, and reporting processes are consistently maintained with precision and professionalism.

Responsibilities

Bookkeeping & financial operations
  • Manage daily bookkeeping activities and maintain organized, accurate financial records
  • Process invoices, expenses, reconciliations, and transaction tracking
  • Support payroll calculations and ensure timely and accurate payment processing
  • Prepare and organize required financial and tax documentation
  • Assist in maintaining compliance with financial processes and reporting standards
  • Support implementation and optimization of accounting systems and workflows
  • Maintain organized digital records for financial reporting and audit readiness
    • Inventory management
  • Monitor inventory levels, stock movement, and usage trends
  • Coordinate inventory ordering and restocking processes
  • Maintain accurate inventory tracking systems and documentation
  • Identify shortages, overstocking, or inefficiencies and proactively recommend solutions
  • Generate inventory reports and cost tracking summaries as needed
    • Vendor & expense management
  • Build and maintain professional vendor relationships
  • Track vendor invoices, contracts, payment schedules, and obligations
  • Execute expense management and vendor optimization initiatives
  • Coordinate vendor communications regarding orders, billing, or service issues
  • Support cost control and operational efficiency efforts
    • Administrative & operational support
  • Maintain organized documentation across bookkeeping, inventory, and vendor systems
  • Create and update spreadsheets, trackers, and operational reports
  • Support internal process consistency and administrative workflows
  • Ensure data accuracy across reports, systems, and operational records
  • Assist leadership with administrative and operational support tasks as needed

    • What makes you a strong fit

  • Highly detail-oriented with strong accuracy and organizational discipline
  • Reliable, proactive, and comfortable working independently in a remote environment
  • Strong problem-solving mindset with the ability to manage multiple responsibilities calmly
  • Enjoys creating structure, maintaining systems, and improving operational processes
  • Communicates professionally and effectively with vendors and internal stakeholders
  • Process-driven with strong ownership and follow-through

    • Required experience & skills

  • Proven experience in bookkeeping, accounting support, or financial administration
  • Hands-on experience with inventory management and vendor coordination
  • Strong proficiency with QuickBooks, Square, or similar accounting/payment systems
  • Advanced Microsoft Excel or Google Sheets skills for reporting, analysis, and tracking
  • Excellent written and verbal communication skills
  • Strong organizational and time-management abilities
  • Ability to prioritize tasks and manage workflows independently

    • Preferred experience & tools

  • Previous experience supporting small businesses, creative agencies, or service-based businesses
  • Familiarity with U.S. small business tax processes and compliance requirements
  • Experience with inventory management systems and operational reporting
  • Exposure to payroll processing and vendor contract management
  • Experience creating operational SOPs or process documentation

    • Education

  • Bachelor’s degree in accounting, finance, business administration, or a related field preferred
  • Relevant certifications or bookkeeping/accounting training are a plus

    • What does a typical day look like?

    An admin assistant in this role focuses on maintaining operational accuracy and supporting efficient business workflows. You will:

  • Manage and reconcile financial transactions and bookkeeping records
  • Process payroll-related tasks and maintain compliance documentation
  • Monitor inventory levels and coordinate restocking activities
  • Communicate with vendors and manage payment tracking
  • Update spreadsheets, reports, and operational documentation
  • Support process organization and improve administrative efficiency

    • In essence: you ensure financial accuracy, operational consistency, and organized systems that help the business run smoothly every day.

    Key metrics for success (KPIs)

  • Accuracy and timeliness of bookkeeping and payroll processing
  • Inventory accuracy and stock availability
  • Vendor performance and expense optimization
  • Compliance with reporting and documentation requirements
  • Organization and reliability of operational systems and records
  • Timely completion of administrative and financial workflows

    • Interview process

  • Initial phone screen
  • Video interview with recruiter
  • Practical assessment (bookkeeping or inventory management scenario)
  • Final interview
  • Offer & background verification

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