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 busi