Job description
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 detail-oriented and proactive Admin Assistant to support the operational and financial backbone of a creative, service-driven business. This role is critical to maintaining accuracy across bookkeeping, payroll, inventory, and vendor management, enabling the broader team to operate efficiently and stay focused on core work.
This is a hands-on, execution-focused role suited for someone who thrives in structured work, enjoys working with numbers and systems, and takes ownership of keeping financial records, inventory, and vendor relationships clean, compliant, and well-managed.
Responsibilities
Bookkeeping & Financial Operations
- Manage daily bookkeeping activities and ensure financial records are accurate, up to date, and well-organized.
- Process payroll calculations and ensure timely and accurate payment distribution.
- Prepare and complete required tax forms while maintaining compliance with applicable financial regulations.
- Support the implementation, maintenance, and optimization of accounting systems and financial tools.
Inventor Management
- Oversee inventory tracking, ordering, and stock level optimization.
- Monitor usage trends to prevent shortages, delays, or overstocking.
- Maintain clear documentation and reporting related to inventory movement and costs.
Vendor & Expense Management
- Execute vendor and expense optimization strategies to control costs and improve efficiency.
- Build and maintain strong vendor relationships to ensure favorable terms and timely service.
- Track vendor payments, contracts, and ongoing obligations.
Process & Administrative Support
- Maintain organized financial, inventory, and vendor documentation.
- Use spreadsheets and internal reports to support analysis, tracking, and decision-making.
- Ensure consistency, accuracy, and reliability across all administrative and financial processes.
What Makes You a Strong Fit
- You are highly detail-oriented and take pride in accuracy.
- You are proactive, reliable, and comfortable working independently in a remote environment.
- You enjoy creating structure and improving processes.
- You are solution-oriented and calm when managing multiple responsibilities.
Required Experience & Skills
- Proven experience in bookkeeping and financial administration.
- Hands-on experience managing inventory and vendor relationships.
- Strong proficiency with accounting and payment processing tools, including QuickBooks and Square.
- Advanced Excel skills for tracking, analysis, and reporting.
- Excellent written and verbal communication skills, particularly when working with vendors.
- Ability to manage time effectively and prioritize tasks independently.
Preferred Experience & Tools
- Previous experience in a similar administrative or bookkeeping role.
- Experience supporting small businesses or creative-service environments.
- Familiarity with U.S. small business tax requirements and compliance processes.
Education
- Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred.
- Relevant certifications or professional training are a plus.
What Does a Typical Day Look Like ?
An Admin Assistant in this role focuses on keeping operations running smoothly and accurately. You will:
- Manage and reconcile financial records and transactions.
- Process payroll and ensure compliance-related tasks are completed.
- Track inventory levels and coordinate reordering as needed.
- Communicate with vendors and manage expenses.
- Update reports and documentation to support operational clarity.
In short: you ensure financial accuracy, operational consistency, and system reliability across the business.
Key Metrics for Success (KPIs)
- Accuracy and timeliness of financial records and payroll
- Inventory accuracy and stock availability
- Vendor performance and cost optimization
- Compliance with tax and reporting requirements
- Process reliability and documentation quality
Interview Process
- Initial Phone Screen
- Video Interview with Recruiter
- Practical Assessment (e.g., bookkeeping or inventory scenario)
- Final Interview
- Offer & Background Verification
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