We are seeking a proactive, highly organized, and detail-oriented Administrative & Operations Assistant to support daily business operations in a fast-paced remote environment.
This is a full-time remote position with long-term growth opportunities for the right candidate.
The ideal candidate has strong Excel skills, previous QuickBooks experience, excellent organizational abilities, and sufficient English proficiency to communicate professionally with clients, vendors, and internal teams.
Administrative Support
* Provide day-to-day administrative support to management and internal teams.
* Manage calendars, appointments, and meeting coordination.
* Organize emails, prioritize communications, and follow up on pending tasks.
* Maintain accurate documentation, records, and shared files.
* Prepare reports, summaries, and operational updates.
Operations & Data Management
* Process and organize large volumes of data using Excel.
* Maintain and update operational tracking spreadsheets and reports.
* Cross-reference information across multiple files and systems to ensure data accuracy.
* Support purchasing, inventory, and operational workflows.
* Monitor ongoing projects and ensure deadlines are met.
* Generate operational reports and maintain organized records.
Accounting & QuickBooks
* Perform data entry and maintain accurate records in QuickBooks.
* Enter operational expenses, invoices, and financial information.
* Assist with reconciliations and reporting.
* Maintain organized financial documentation and records.
* Support cost tracking and reporting activities.
Customer & Vendor Communication
* Communicate professionally via email and phone.
* Respond to inquiries from customers and vendors.
* Track requests, follow-ups, and communications.
* Deliver a professional and responsive customer experience.
Website & Marketing Support
* Assist with website content updates.
* Support the creation and distribution of marketing materials.
* Maintain product and inventory information across digital channels.
* Assist with email and WhatsApp communications when needed.
Requirements::
* Advanced Excel proficiency (pivot tables, VLOOKUP/XLOOKUP, filters, formulas, data organization, and cross-referencing multiple spreadsheets).
* Previous QuickBooks experience.
* English proficiency (B1 or higher).
* Strong organizational and multitasking skills.
* Excellent attention to detail.
* Ability to work independently in a remote environment.
* Strong written and verbal communication skills.
* Previous experience in administrative, operations, bookkeeping, or data management roles.
Preferred:
* Experience with inventory management, purchasing, or logistics processes.
* Experience updating websites or working with CMS platforms.
* Experience with WhatsApp Business or CRM systems.
* Basic marketing or content creation experience.
* Experience using AI tools to improve productivity and workflow efficiency.
