Administrative and Bookkeeping Assistant
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