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 \#Bookkeeping \#AdminAssistant \#InventoryManagement \#OperationsSupport \#QuickBooks \#RemoteWork \#FinancialOperations \#VendorManagement \#AccountingSupport \#BusinessOperations \#AdministrativeSupport \#Payroll \#Excel \#SmallBusinessOperations