Administrative & Bookkeeping Assistant

Overview

Full-time Admin Assistant role with a focus on bookkeeping and inventory management, operating during U.S. business hours. This position supports financial documentation, inventory accuracy, vendor coordination, and day-to-day operational organization in a fully remote environment.

Responsibilities

Bookkeeping & Financial Operations

• Maintain accurate bookkeeping records and daily financial transactions
• Process invoices, expenses, reconciliations, and transaction tracking
• Support payroll processing and payment calculations
• Prepare financial and tax documentation
• Maintain audit-ready digital financial records
• Assist in improving accounting workflows and operational efficiency
• Support month-end bookkeeping activities and reporting

Inventory Management

• Monitor inventory levels and stock movement
• Coordinate purchasing and inventory replenishment
• Maintain accurate inventory tracking systems
• Identify shortages, overstock, or inventory discrepancies
• Generate inventory reports and cost summaries
• Recommend improvements to increase inventory accuracy and efficiency

Vendor & Expense Management

• Build and maintain strong relationships with vendors
• Track invoices, contracts, payment schedules, and outstanding balances
• Coordinate vendor communications regarding billing, orders, and services
• Support expense tracking and cost-control initiatives
• Ensure vendor records remain accurate and organized

Administrative & Operations Support

• Maintain organized documentation across bookkeeping, inventory, and vendor systems
• Create and update spreadsheets, trackers, and operational reports
• Ensure operational records remain accurate and up to date
• Support leadership with administrative and operational tasks
• Help improve internal processes and documentation

Requirements

Must-Have

• 2+ years of experience in:
  • Bookkeeping
  • Accounting support
  • Financial administration
  • Administrative operations

Core Skills

• Hands-on experience with:
  • Inventory management
  • Vendor coordination
  • Financial recordkeeping
• Proficiency with:
  • QuickBooks
  • Square
  • Similar accounting or payment platforms
• Advanced Microsoft Excel or Google Sheets skills
• Strong written and verbal English communication
• Excellent organizational and time-management abilities
• Ability to work independently in a remote environment

Nice to Have

• Experience supporting small businesses, creative agencies, or service-based companies
• Familiarity with U.S. bookkeeping practices, small business tax documentation, payroll processing, and vendor contract management
• Experience with inventory management software
• Experience creating SOPs and operational documentation

Education

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred
• Bookkeeping or accounting certifications are a plus

Tools & Software

• QuickBooks
• Square
• Microsoft Excel
• Google Sheets
• Google Workspace
• Inventory management systems
• Accounting and reporting tools

Compensation & Benefits

• Not specified in the provided job description

Location

• Remote
• Working hours: U.S. Business Hours

Interview Process (Summary)

• Application review
• Spark Hire intro video (3–5 minutes)
• Recruiter interview
• Practical assessment (Bookkeeping or Inventory Management scenario)
• Final client interview
• Offer & background verification