{"id":2645437,"url":"https://alion.io/job/pavago-administrative-bookkeeping-assistant-5","title":"Administrative & Bookkeeping Assistant","company":{"id":1117,"name":"Pavago","domain":"pavago.co","url":"https://alion.io/company/pavago","size_band":null,"is_staffing_agency":false,"employer_type":"staffing","is_intermediary":false,"listed_via":null,"ats_vendor":"Workable","truth_index":{"grade":"B","score":75,"open_postings":200,"ghost_share":0,"stale_share":0.99,"repost_share":0,"time_to_fill_p50_days":33,"computed_at":"2026-11-02T06:13:15Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":null,"work_mode":"remote","remote_scope":"stated_countries","remote_scope_basis":"board_field","remote_working_hours":{"label":"US time zones","utc_offset_min":-8,"utc_offset_max":-5},"hiring_geo_confidence":"inferred","locations":[],"countries":[],"hiring_countries":["BR","CO","MX","CR"],"hiring_countries_total":4,"salary":null,"salary_estimate":{"min_usd":22000,"max_usd":49000,"period":"year","method":"role_country_seniority_unknown","sample_n":37},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Google Sheets","optional":false},{"name":"Microsoft Excel","optional":false},{"name":"QuickBooks","optional":false},{"name":"Google Workspace","optional":true}],"status":"live","first_seen_at":"2026-10-15T19:53:28Z","employer_posted_date":"2026-10-15","last_verified_at":"2026-11-02T22:57:39Z","board_verified":true,"closed_at":null,"days_open":18,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":18},"description":"Admin Assistant (Bookkeeping & Inventory Management) - Remote\nBookkeeping | Inventory Management | Vendor Coordination | Operations Support\nPosition Type: Full-Time, Remote\nWorking Hours: U.S. Business Hours\nAbout the Role\nAt Pavago, one of our clients is hiring an Admin Assistant to support the financial and operational backbone of a growing, service-driven business.\nThis is not a traditional administrative role.\nYou’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.\nYou’ll work across:\nBookkeeping\nInventory management\nVendor coordination\nPayroll support\nFinancial documentation\nOperational reporting\nIf you’re detail-oriented, organized, and enjoy creating structure through systems and processes, this role is built for you.\nWhat You’ll Own\nBookkeeping & Financial Operations\nMaintain accurate bookkeeping records and daily financial transactions.\nProcess invoices, expenses, reconciliations, and transaction tracking.\nSupport payroll processing and payment calculations.\nPrepare financial and tax documentation.\nMaintain audit-ready digital financial records.\nAssist in improving accounting workflows and operational efficiency.\nSupport month-end bookkeeping activities and reporting.\nInventory Management\nMonitor inventory levels and stock movement.\nCoordinate purchasing and inventory replenishment.\nMaintain accurate inventory tracking systems.\nIdentify shortages, overstock, or inventory discrepancies.\nGenerate inventory reports and cost summaries.\nRecommend improvements that increase inventory accuracy and efficiency.\nVendor & Expense Management\nBuild and maintain strong relationships with vendors.\nTrack invoices, contracts, payment schedules, and outstanding balances.\nCoordinate vendor communications regarding billing, orders, and services.\nSupport expense tracking and cost-control initiatives.\nEnsure vendor records remain accurate and organized.\nAdministrative & Operations Support\nMaintain organized documentation across bookkeeping, inventory, and vendor systems.\nCreate and update spreadsheets, trackers, and operational reports.\nEnsure operational records remain accurate and up to date.\nSupport leadership with administrative and operational tasks.\nHelp improve internal processes and documentation.\nRequirements\nMust-Have Qualifications\nExperience\n2+ years of experience in:\nBookkeeping\nAccounting support\nFinancial administration\nAdministrative operations\nCore Skills\nHands-on experience with:\nInventory management\nVendor coordination\nFinancial recordkeeping\nProficiency with:\nQuickBooks\nSquare\nSimilar accounting or payment platforms\nAdvanced Microsoft Excel or Google Sheets skills.\nStrong written and verbal English communication.\nExcellent organizational and time-management abilities.\nAbility to work independently in a remote environment.\nNice to Have\nExperience supporting:\nSmall businesses\nCreative agencies\nService-based companies\nFamiliarity with:\nU.S. bookkeeping practices\nSmall business tax documentation\nPayroll processing\nVendor contract management\nExperience with inventory management software.\nExperience creating SOPs and operational documentation.\nEducation\nBachelor’s degree in:\nAccounting\nFinance\nBusiness Administration\nRelated field preferred\nBookkeeping or accounting certifications are a plus.\nTools & Software\nQuickBooks\nSquare\nMicrosoft Excel\nGoogle Sheets\nGoogle Workspace\nInventory management systems\nAccounting and reporting tools\nWhat Makes You a Strong Fit\nHighly organized with exceptional attention to detail.\nStrong numerical accuracy and financial discipline.\nProactive and dependable with strong ownership.\nComfortable managing multiple responsibilities simultaneously.\nStrong communicator with vendors and internal stakeholders.\nPassionate about improving systems and operational efficiency.\nWhat a Typical Day Looks Like\nReview and reconcile financial transactions.\nProcess invoices and bookkeeping activities.\nSupport payroll and maintain financial documentation.\nMonitor inventory and coordinate restocking.\nCommunicate with vendors regarding orders and payments.\nUpdate reports, spreadsheets, and operational trackers.\nOrganize documentation and support leadership with daily operations.\nIn short: You ensure financial records, inventory systems, vendor relationships, and operational processes remain accurate, organized, and running efficiently every day.\nKey Metrics for Success (KPIs)\nAccurate and timely bookkeeping and payroll support.\nInventory accuracy and product availability.\nVendor payment accuracy and relationship management.\nCompliance with financial documentation and reporting.\nOrganized and reliable operational records.\nTimely completion of administrative and financial tasks.\nContinuous improvement of operational processes.\nWhy This Role Stands Out\nBlend of finance, operations, and administrative ownership.\nDirect impact on the company’s operational efficiency.\nOpportunity to improve systems and processes.\nFully remote environment with long-term growth potential.\nExposure to multiple areas of business operations.\nClear career progression into:\nOperations Coordinator\nOffice Manager\nAccounting Coordinator\nOperations Manager\nInterview Process\nApplication Review\n Spark Hire Intro Video (3-5 minutes)\nRecruiter Interview\nPractical Assessment (Bookkeeping or Inventory Management Scenario)\nFinal Client Interview\nOffer & Background Verification\nWhat Happens After You Apply\nRight 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.\nInstead 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.\nDon’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.\nPlease keep an eye on both your inbox and spam folder for your Spark Hire invitation after submitting your application.\nApply Now\nIf 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. 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