The posting
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
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