Administrative Assistant

admin assistant

Key Responsibilities

Document Filing & Organisation: Maintain and organise digital and physical filing systems, ensuring documents are consistently named, categorised, and easy to retrieve across shared drives and MS 365 platforms.

Spreadsheet Completion: Build out, update, and maintain spreadsheets in Microsoft Excel or Google Sheets, entering data accurately and keeping records current as new information comes in.

Simple Data Analysis: Run basic analysis on existing datasets - summarising figures, spotting inconsistencies, and formatting outputs so they are easy to read and act on.

Bookkeeping Support: Record day-to-day financial transactions in QuickBooks, reconcile entries, and flag discrepancies to the appropriate team member for review.

Administrative Coordination: Support the wider team with general administrative tasks - scheduling, document preparation, inbox management, and other requests as they arise.

Required Experience & Skills

No prior professional experience required - this is an entry-level role and full onboarding support will be provided.

Comfortable working across the Microsoft 365 suite, particularly Word, Excel, and Outlook.

Exposure to QuickBooks (even self-taught or coursework-based) is a strong advantage; a willingness to learn it quickly is a must.

High attention to detail - you catch data entry errors before they become problems.

Strong written English for professional correspondence and document handling.

Perfect Fit / Culture

You take ownership of small tasks with the same care you would give to large ones - nothing is beneath you if it keeps the operation running cleanly.

You are organised by default: you build your own systems, track your own deadlines, and do not need to be followed up on.

You communicate proactively when something is unclear rather than guessing, and you ask good questions.

You are comfortable working independently in a remote environment and can stay on task without constant supervision.

Typical Day

Your day centers on keeping information accurate and accessible. You start by reviewing any outstanding filing tasks - renaming, sorting, and uploading documents to the right folders in Microsoft 365. Mid-morning might involve updating a spreadsheet with new data provided by the team, checking figures for consistency, and flagging anything that looks off. In the afternoon, you log transactions in QuickBooks, reconcile entries, and make sure the books reflect the day's activity. Communication is largely async - you receive tasks via message or email, complete them within agreed turnaround times, and check in when something needs clarification. The role is steady, detail-oriented work with clear outputs each day.

Salary / Hours / Location

Employment Type: Full-time

Location: Remote - open to candidates from the Philippines, Pakistan, or Latin America

Interview Process / Qualifying Questions

Every Pavago candidate goes through an AI rating pass, a recruiter screen, and a client interview before placement. This ensures that by the time you meet the hiring team, your application has already been validated for fit.

Walk me through how you currently organise files or records - digital or physical. What system do you use and why?

Have you used QuickBooks before? If yes, describe what you did in it. If no, how would you go about learning it quickly?

Describe a time you caught an error in data or a document. What did you do?

How do you manage your workload when you have several small tasks from different people due around the same time?