Administrative & Bookkeeping Assistant

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 completion of administrative and financial tasks.
• Continuous improvement of operational processes.

Why This Role Stands Out

• Blend of finance, operations, and administrative ownership.
• Direct impact on the company’s operational efficiency.
• Opportunity to improve systems and processes.
• Fully remote environment with long-term growth potential.
• Exposure to multiple areas of business operations.
• Clear career progression into:
• Operations Coordinator
• Office Manager
• Accounting Coordinator
• Operations Manager

Interview Process

• Application Review
• Spark Hire Intro Video (3-5 minutes)
• Recruiter Interview
• Practical Assessment (Bookkeeping or Inventory Management Scenario)
• Final Client Interview
• Offer & Background Verification

What Happens After You Apply

Right after you apply, you’ll receive an email invitation from Spark Hire to record your Intro Video. This short, self-recorded video is the final step that completes your application and can be recorded whenever it’s convenient for you.

Instead of repeating yourself across multiple screening calls, you’ll introduce yourself once, and your video will be shared with the hiring team. This helps hiring managers evaluate your communication style early, making future interviews more meaningful and reducing unnecessary interview rounds.

Don’t overthink it-you can record your video as many times as you’d like before submitting it. Only your final submission will be reviewed.

Please keep an eye on both your inbox and spam folder for your Spark Hire invitation after submitting your application.

Apply Now

If you’re an organized operations professional with strong bookkeeping skills, a passion for accuracy, and experience managing inventory and vendor relationships, we’d love to hear from you. Apply today and help build the operational foundation that keeps a growing business running smoothly.