Administrative & Bookkeeping Assistant

Description Admin Assistant (Bookkeeping & Inventory Management) – Remote

Bookkeeping | Inventory Management | Vendor Coordination | Operations Support Position Type:

Full-Time, Remote Working Hours:

U.S. Business Hours

About the Role

At Pavago, one of our clients is hiring an

Admin Assistant

to support the financial and operational backbone of a growing, service-driven business. This is not a traditional administrative role. You'll play a key role in maintaining accurate financial records, supporting bookkeeping and payroll, managing inventory, coordinating vendors, and keeping day-to-day operations organized and running smoothly. You'll work across: Bookkeeping Inventory management Vendor coordination Payroll support Financial documentation Operational reporting If you're detail-oriented, organized, and enjoy creating structure through systems and processes, this role is built for you.

What You'll Own

Bookkeeping & Financial Operations

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

Inventory Management

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

Vendor & Expense Management

Build and maintain strong relationships with vendors. 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 bookkeeping, inventory, and vendor systems. Create and update spreadsheets, trackers, and operational reports. Ensure operational records remain accurate and up to date. Support leadership with administrative and operational tasks. Help improve internal processes and documentation.

Requirements

Must-Have Qualifications

Experience

2+ years of experience in: Bookkeeping Accounting support Financial administration Administrative operations Core Skills

Hands-on experience with: Inventory management Vendor coordination Financial recordkeeping Proficiency with: QuickBooks Square Similar accounting or payment platforms Advanced Microsoft Excel or Google Sheets skills. Strong written and verbal English communication. Excellent organizational and time-management abilities. Ability to work independently in a remote environment.

Nice to Have

Experience supporting: Small businesses Creative agencies Service-based companies Familiarity with: U.S. bookkeeping practices Small business tax documentation Payroll processing Vendor contract management Experience with inventory management software. Experience creating SOPs and operational documentation.

Education

Bachelor's degree in: Accounting Finance Business Administration Related field preferred Bookkeeping or accounting certifications are a plus.

Tools & Software

QuickBooks Square Microsoft Excel Google Sheets Google Workspace Inventory management systems Accounting and reporting tools

What Makes You a Strong Fit

Highly organized with exceptional attention to detail. Strong numerical accuracy and financial discipline. Proactive and dependable with strong ownership. Comfortable managing multiple responsibilities simultaneously. Strong communicator with vendors and internal stakeholders. Passionate about improving systems and operational efficiency.

What a Typical Day Looks Like

Review and reconcile financial transactions. Process invoices and bookkeeping activities. Support payroll and maintain financial documentation. Monitor inventory and coordinate restocking. Communicate with vendors regarding orders and payments. Update reports, spreadsheets, and operational trackers. Organize documentation and support leadership with daily operations. In short:

You ensure financial records, inventory systems, vendor relationships, and operational processes remain accurate, organized, and running efficiently every day.

Key Metrics for Success (KPIs)

Accurate and timely bookkeeping and payroll support. Inventory accuracy and product availability. Vendor payment accuracy and relationship management. Compliance with financial documentation and reporting. Organized and reliable operational records. Timely compl