Job Description

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.

Requirements

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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