Administrative & Bookkeeping Assistant

Job Title: Admin Assistant (Bookkeeping & Inventory Management) Position Type: Full-Time, Remote Working Hours: U.S. Business Hours 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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