Administrative & Bookkeeping Assistant

Overview

Full-Time, Remote Admin Assistant (Bookkeeping & Inventory Management)

This role supports the financial and operational backbone of a service-driven business. Responsibilities blend bookkeeping and payroll support, inventory management, vendor coordination, and day-to-day operations support.

Working hours: U.S. Business Hours

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 Qualifications

Experience (2+ years) in:

• Bookkeeping
• Accounting support
• Financial administration
• Administrative operations

Core skills (hands-on experience):

• Inventory management
• Vendor coordination
• Financial recordkeeping

Proficiency with:

• QuickBooks
• Square
• Similar accounting or payment platforms
• Advanced Microsoft Excel or Google Sheets skills

Communication & work style:

• 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, and service-based companies
• Familiarity with U.S. bookkeeping practices
• Familiarity with small business tax documentation
• Payroll processing experience
• Vendor contract management experience
• Experience with inventory management software
• Experience creating SOPs and operational documentation

Education

• Bachelor’s degree in Accounting, Finance, or Business Administration (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

Key Metrics for Success (KPIs)

• Accurate and timely bookkeeping and payroll support
• Inventory accuracy and product availability
• Vendor payment accuracy and relationship management
• Compliance with financial documentation and reporting
• Organized and reliable operational records
• Timely completion of administrative and financial tasks
• Continuous improvement of operational processes

Location

Remote (working hours aligned with U.S. Business Hours)

Interview Process

• Application review
• Recruiter interview
• Practical assessment (Bookkeeping or Inventory Management scenario)
• Final client interview
• Offer & background verification

Compensation & Benefits

Not specified in the provided job description.