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5 days ago
Requirements and responsibilities
Job Title: Admin Assistant (Bookkeeping & Inventory Management)Position Type: Full-Time, RemoteWorking Hours: U.S. Business HoursAbout the RoleWe 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.ResponsibilitiesBookkeeping & Financial OperationsManage daily bookkeeping activities and maintain organized, accurate financial recordsProcess invoices, expenses, reconciliations, and transaction trackingSupport payroll calculations and ensure timely and accurate payment processingPrepare and organize required financial and tax documentationAssist in maintaining compliance with financial processes and reporting standardsSupport implementation and optimization of accounting systems and workflowsMaintain organized digital records for financial reporting and audit readinessInventory ManagementMonitor inventory levels, stock movement, and usage trendsCoordinate inventory ordering and restocking processesMaintain accurate inventory tracking systems and documentationIdentify shortages, overstocking, or inefficiencies and proactively recommend solutionsGenerate inventory reports and cost tracking summaries as neededVendor & Expense ManagementBuild and maintain professional vendor relationshipsTrack vendor invoices, contracts, payment schedules, and obligationsExecute expense management and vendor optimization initiativesCoordinate vendor communications regarding orders, billing, or service issuesSupport cost control and operational efficiency effortsAdministrative & Operational SupportMaintain organized documentation across bookkeeping, inventory, and vendor systemsCreate and update spreadsheets, trackers, and operational reportsSupport internal process consistency and administrative workflowsEnsure data accuracy across reports, systems, and operational recordsAssist leadership with administrative and operational support tasks as neededWhat Makes You a Strong FitHighly detail-oriented with strong accuracy and organizational disciplineReliable, proactive, and comfortable working independently in a remote environmentStrong problem-solving mindset with the ability to manage multiple responsibilities calmlyEnjoys creating structure, maintaining systems, and improving operational processesCommunicates professionally and effectively with vendors and internal stakeholdersProcess-driven with strong ownership and follow-throughRequired Experience & SkillsProven experience in bookkeeping, accounting support, or financial administrationHands-on experience with inventory management and vendor coordinationStrong proficiency with QuickBooks, Square, or similar accounting/payment systemsAdvanced Microsoft Excel or Google Sheets skills for reporting, analysis, and trackingExcellent written and verbal communication skillsStrong organizational and time-management abilitiesAbility to prioritize tasks and manage workflows independentlyPreferred Experience & ToolsPrevious experience supporting small businesses, creative agencies, or service-based businessesFamiliarity with U.S. small business tax processes and compliance requirementsExperience with inventory management systems and operational reportingExposure to payroll processing and vendor contract managementExperience creating operational SOPs or process documentationEducationBachelor’s degree in Accounting, Finance, Business Administration, or a related field preferredRelevant certifications or bookkeeping/accounting training are a plusWhat 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 recordsProcess payroll-related tasks and maintain compliance documentationMonitor inventory levels and coordinate restocking activitiesCommunicate with vendors and manage payment trackingUpdate spreadsheets, reports, and operational documentationSupport process organization and improve administrative efficiencyIn 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 processingInventory accuracy and stock availabilityVendor performance and expense optimizationCompliance with reporting and documentation requirementsOrganization and reliability of operational systems and recordsTimely completion of administrative and financial workflowsInterview ProcessInitial Phone ScreenVideo Interview with RecruiterPractical Assessment (Bookkeeping or Inventory Management Scenario)Final InterviewOffer & Background Verification
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