Job description
Job Title: Operations Administrative Assistant
Location: Remote
Work Shift: Eastern Timezone, 9AM to 5PM
Working Hours: 40 hours per week (Full-time), some flexibility, once already up to speed
Job Overview:
The Operations Administrative Assistant supports core financial, HR, and administrative functions that keep the business running smoothly behind the scenes. This role handles day-to-day tasks across banking, payroll, bill pay, and tax documentation, while also assisting with onboarding and internal coordination.
We are looking for a highly dependable and experienced self-starter who is not only detail-oriented and easy to work with but also eager to help us build and improve systems around their responsibilities. This is a high-trust role that plays a key part in supporting finance, people operations, and administrative efficiency across the business.
Key Responsibilities:
Banking & Credit Card Administration
- Initiate and track payments across multiple bank and credit card accounts
- Reconcile monthly credit card transactions and maintain up-to-date records
- Manage expense reimbursements and coordinate with internal stakeholders
- Maintain accurate documentation and ensure transaction details are well organized and accessible
Accounts Payable & Bill Pay
- Own day-to-day management of Bill.com, including invoice entry, coding, approvals, and payment execution
- Communicate directly with vendors to confirm payment timing, request documentation (e.g. W-9s), and resolve discrepancies
- Track aging payables and flag overdue items or payment risks
- Ensure all bill pay activity is properly documented and aligned with internal approval workflows
Payroll
- Run biweekly payroll in Gusto for employees and contractors, ensuring timely and accurate payment
- Manage bonuses, commissions, and contractor disbursements in coordination with department leads
- Maintain payroll records and documentation in accordance with compliance standards
- Prepare payroll reports and support audits or reporting requests as needed
Bookkeeping & Financial Admin
- Enter and categorize transactions in QuickBooks and/or Finaloop to maintain accurate records
- Assist with monthly close tasks in coordination with the finance team
- Support cross-system reconciliation across bank accounts, Bill.com, Gusto, and internal records
- Maintain organized financial documentation to support reporting and compliance
Tax Compliance
- File sales tax returns accurately and on time across applicable states
- Coordinate with the CPA to support sales tax compliance and respond to documentation requests
- Organize and maintain tax-related records to support annual filings and audits
- Prepare and submit documentation needed for year-end tax prep in coordination with the CPA
People Ops & Onboarding
- Set up new employee and contractor accounts across Google Workspace, Slack, Gusto, and other internal platforms
- Prepare and maintain onboarding materials, including welcome packets, policies, and documentation checklists
- Coordinate with department leads to ensure smooth onboarding and system access
- Support internal tracking of onboarding progress and documentation status
General Operations & Administrative Support
- Assist with scheduling internal meetings, vendor calls, and other logistics as needed by the leadership team
- Maintain organized shared drives, folders, and documentation systems
- Draft SOPs and internal process documentation related to the role’s responsibilities
- Support ad hoc administrative needs across operations, finance, HR, marketing and general business functions and projects.
#LI-CP1
- 3–5 years of experience in administrative, finance, or operations support roles
- Proven ability to handle sensitive financial and HR information with discretion and accuracy
- Self-starter with a systems mindset who can build, refine, and own repeatable workflows
- Highly organized, dependable, and proactive in identifying and solving problems
- Strong english written and verbal communication skills across teams and external partners
- Comfortable working in a remote environment across time zones
- Experience with tools such as QuickBooks, Gusto, Finaloop, Bill.com, Google Workspace, and Excel/Sheets
- Familiarity with sales tax filings, payroll processes, and vendor management is a plus
