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.
ResponsibilitiesBookkeeping & 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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