Administrative & Bookkeeping Assistant

About This Opportunity

Our talent team is representing a confidential service-based organization seeking an Administrative & Bookkeeping Assistant to support their financial and operational infrastructure. This fully remote position requires availability during U.S. business hours and offers the opportunity to work across multiple critical business functions including bookkeeping, inventory management, vendor coordination, and payroll support.

This role goes beyond traditional administrative work—you'll be responsible for maintaining accurate financial records, managing inventory systems, coordinating vendor relationships, and ensuring day-to-day operations run smoothly and efficiently.

Responsibilities

Bookkeeping & Financial Operations:

• Maintain accurate bookkeeping records and process daily financial transactions
• Handle invoices, expenses, reconciliations, and transaction tracking
• Support payroll processing and payment calculations
• Prepare financial and tax documentation
• Maintain audit-ready digital financial records
• Assist with month-end bookkeeping activities and reporting
• Contribute to improving accounting workflows and operational efficiency

Inventory Management:

• Monitor inventory levels and track stock movement
• Coordinate purchasing and inventory replenishment
• Maintain accurate inventory tracking systems
• Identify and resolve shortages, overstock, or discrepancies
• Generate inventory reports and cost summaries
• Recommend improvements to increase inventory accuracy and efficiency

Vendor & Expense Management:

• Build and maintain strong vendor relationships
• Track invoices, contracts, payment schedules, and outstanding balances
• Coordinate vendor communications regarding billing, orders, and services
• Support expense tracking and cost-control initiatives
• Ensure vendor records remain accurate and organized

Administrative & Operations Support:

• Maintain organized documentation across all systems
• Create and update spreadsheets, trackers, and operational reports
• Ensure operational records remain current and accurate
• Support leadership with administrative and operational tasks
• Help improve internal processes and documentation

What We're Looking For

Required Experience & Skills:

• 2+ years of experience in bookkeeping, accounting support, financial administration, or administrative operations
• Hands-on experience with inventory management and vendor coordination
• Proficiency with QuickBooks, Square, or similar accounting/payment platforms
• Advanced Microsoft Excel or Google Sheets skills
• Strong written and verbal English communication abilities
• Excellent organizational and time-management capabilities
• Ability to work independently in a remote environment
• Exceptional attention to detail and numerical accuracy

Preferred Qualifications:

• Bachelor's degree in Accounting, Finance, Business Administration, or related field
• Bookkeeping or accounting certifications
• Experience supporting small businesses, creative agencies, or service-based companies
• Familiarity with U.S. bookkeeping practices and small business tax documentation
• Experience with inventory management software
• Experience creating SOPs and operational documentation

Key Success Factors:

• Highly organized with strong financial discipline
• Proactive and dependable with excellent ownership mentality
• Comfortable managing multiple responsibilities simultaneously
• Strong communicator with vendors and internal stakeholders
• Passionate about improving systems and operational efficiency

How We Work With You

Candidates apply directly through Get A Job.ai. Our recruiting team will screen qualified applicants and coordinate the interview process, which includes:

• Application review
• Brief video introduction (recorded at your convenience)
• Recruiter interview
• Practical assessment covering bookkeeping or inventory management scenarios
• Final client interview
• Offer and background verification

We submit qualified candidates to our client for consideration. Please do not attempt to contact the employer directly—all communication flows through Get A Job.ai to ensure a smooth and professional hiring process.

Pay

Compensation details will be discussed with qualified candidates during the screening process.

Equal Employment Opportunity: Get A Job.ai is committed to fair and equitable recruiting practices. We welcome applications from candidates of all backgrounds and ensure all applicants receive equal consideration regardless of race, color, religion, sex, national origin, age, disability, or any other protected characteristic.