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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