Administrative & Bookkeeping Assistant

Overview

This is a full-time, remote Admin Assistant role focused on bookkeeping and inventory management, vendor coordination, and daily operations support during U.S. business hours.

The position supports accurate financial recordkeeping and organized operational processes, including bookkeeping and payroll support, inventory monitoring, and vendor invoice and expense tracking.

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 that 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

• 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.

Preferred Qualifications

• Experience supporting:
  • Small businesses
  • Creative agencies
  • Service-based companies
• Familiarity with:
  • U.S. bookkeeping practices
  • Small business tax documentation
  • Payroll processing
  • Vendor contract management
• Experience with inventory management software.
• Experience creating SOPs and operational documentation.

Education

• Bachelor’s degree in:
  • Accounting
  • Finance
  • Business Administration
• Related field preferred.
• Bookkeeping or accounting certifications are a plus.

Compensation & Benefits

• Full-Time, Remote

Location

• Remote
• Working hours: U.S. business hours

Interview Process

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

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.