Administrative & Bookkeeping Assistant
About The Position
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.
Requirements
- 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
Nice To Haves
- 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
Responsibilities
- 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
- 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
- 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
- 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
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
