Administrative & Bookkeeping Assistant

Bookkeeping | Inventory Management | Vendor Coordination | Operations Support

Position Type: Full-Time, Remote
Working Hours: U.S. Business Hours

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.

• 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.

• 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.

• 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.

• 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.

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

• 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.

• 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.

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

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

• 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 syste