Bookkeeping & Administrative Assistant

Overview

The organization is seeking a proactive, detail-oriented Bookkeeping & Administrative Assistant to support a professional business services team with day-to-day bookkeeping, financial reconciliations, and administrative tasks.

This is a fully remote, part-time opportunity (20 hours per week) with flexible scheduling (Monday to Friday, flexible within PST). Initial onboarding includes one week of training and support.

Responsibilities

• Manage day-to-day bookkeeping for assigned clients, including:
  • Transaction coding
  • Bank and credit card reconciliations
  • Accounts payable and bill processing
• Maintain accurate, complete, and up-to-date financial records using QuickBooks Online.
• Investigate and independently resolve reconciliation discrepancies, missing transactions, duplicate entries, and routine bookkeeping issues.
• Complete month-end bookkeeping activities within established deadlines.
• Review financial records to identify errors, unusual balances, incomplete information, and opportunities for improvement.
• Organize and maintain supporting financial documentation, client-specific procedures, and recurring task records.
• Follow up internally on missing information and escalate complex matters when additional guidance or decisions are required.
• Track time accurately by client and task.
• Provide administrative assistance, documentation updates, and process improvement support when bookkeeping responsibilities permit.
• Support defined marketing and operational tasks as needed.
• Collaborate with team members to maintain efficient workflows and deliver high-quality work.

Requirements

• Proven experience in bookkeeping, including hands-on proficiency with QuickBooks Online (QBO).
• Strong knowledge of accrual accounting, general bookkeeping principles, accounts payable, and month-end processes.
• Experience performing bank and credit card reconciliations, transaction coding, and financial record maintenance.
• Ability to independently investigate discrepancies, identify errors, and resolve routine accounting issues.
• Proficiency in Microsoft Excel, including basic formulas and spreadsheet functions.
• Strong organizational skills and ability to manage multiple client accounts and recurring monthly deadlines.
• Excellent attention to detail, accuracy, and quality control.
• Strong written English communication skills and professional communication abilities.
• Ability to communicate effectively in English and Spanish.
• Proactive, resourceful, dependable, and able to work independently with ownership of assigned responsibilities.
• Strong time-management skills and ability to prioritize tasks without constant supervision.
• Comfort learning new software, following established procedures, and maintaining accurate documentation.
• Good judgment to determine which issues can be resolved independently and which require escalation.
• Adaptable, collaborative, and receptive to feedback.

Preferred Qualifications

• Experience with Dext or similar document-management software.

Compensation & Benefits

• Part-time role, 20 hours per week.

Location

• Fully remote.
• Schedule: Monday to Friday, part-time (20 hours per week), flexible (PST).