We are seeking a detail-oriented, organized, and reliable Administrative Assistant to keep an office running smoothly. In this role, you will provide comprehensive administrative support to the team while taking ownership of day-to-day bookkeeping and financial workflows using QuickBooks.
You should have knowledge of accounting principles, good organizational skills, and working knowledge of QuickBooks. A top-notch candidate should have integrity, excellent mathematical skills, and an understanding of data privacy standards.
WE WILL REQUEST A VOICE NOTE FOR THE SCREENING PROCESS.
ADVANCED ENGLISH REQUIRED FOR THE POSITION.
Responsibilities include but are not limited to:
QuickBooks & Bookkeeping:
Enter and categorize daily financial transactions, expenses, and vendor bills in QuickBooks.
Create, send, and track client invoices and process incoming payments.
Support month-end reconciliations, receipt organization, and basic financial reporting.
Administrative & Office Operations:
Manage incoming phone calls, emails, and physical or digital correspondence.
Maintain clean, organized digital filing/record-keeping systems.
Coordinate office supplies, vendor relationships, and general needs.
Assist leadership with calendar management, meeting scheduling, and travel arrangements as needed.
Customer & Team Support:
Serve as a friendly, professional point of contact for clients, and vendors.
Assist with special projects, team onboarding logistics, and company document preparation.
Skills required
Advanced English knowledge
QuickBooks Mastery: Managed daily financial workflows within QuickBooks Online/Desktop, maintaining accurate transaction logs.
Invoicing & Billing: Generated and processed client invoices, monitored accounts receivable (AR), and distributed payment reminders.
Expense Management: Coded and entered vendor bills, managed accounts payable (AP), and organized digital receipts.
Account Reconciliation: Balanced monthly bank statements and credit card accounts, successfully resolving transaction discrepancies.
Financial Reporting: Extracted and compiled standard financial reports, including Profit & Loss sheets and aging reports, for management review.
Spreadsheet Optimization: Maintained tracking logs in Microsoft Excel and Google Sheets utilizing formulas, data filtering, and formatting.
Calendar Management: Maintained complex executive schedules, coordinated multi-party meetings, and managed automated calendar invites.
Cloud Organization: Built and structured secure digital filing systems using Google Drive and OneDrive for corporate records.
Workplace Communication: Managed multi-line phone systems, team chats (Slack/Teams), and high-volume corporate email boxes.
Soft Skills Required:
Professionalism.
Communication.
Proactiveness.
Analytical skills.
Teamwork orientation.
Organization skills and attention to detail.
Risk identification.
Prioritization skills.
Compliance.
Main Tools to Manage:
Google Suite: Google Drive, Corporate Gmail, Docs, Sheets.
Microsoft Office: Word, Excel.
Hubstaff: Web App, Desktop App and Hubstaff Tasks.
Zoom: Meetings and Breakout rooms.
Quickbooks.
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