Administrative & Bookkeeping Assistant at Pavago

, , United States -

Full Time

Start Date

Immediate

Expiry Date

16 Aug, 26

Salary

0.0

Posted On

18 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Bookkeeping, Inventory Management, Vendor Management, Payroll Processing, QuickBooks, Square, Microsoft Excel, Google Sheets, Financial Reporting, Expense Management, Administrative Support, Time Management, Communication, Problem Solving, Data Accuracy, Operational Reporting

Industry

Staffing and Recruiting

Description

Job Title: Admin Assistant (Bookkeeping & Inventory Management) Position Type: Full-Time, Remote Working Hours: U.S. Business Hours About the Role We are seeking a highly detail-oriented and proactive Admin Assistant to support the financial and operational backbone of a creative, service-driven business. This role plays a critical part in maintaining accuracy across bookkeeping, payroll, inventory tracking, and vendor management while ensuring day-to-day operations remain organized, efficient, and reliable. This is a hands-on, execution-focused role ideal for someone who enjoys working with systems, numbers, documentation, and operational processes. The ideal candidate is highly organized, dependable, and capable of independently managing multiple responsibilities in a remote environment. You will help create operational clarity by ensuring financial records, inventory systems, vendor relationships, and reporting processes are consistently maintained with precision and professionalism. ResponsibilitiesBookkeeping & Financial Operations • Manage daily bookkeeping activities and maintain organized, accurate financial records • Process invoices, expenses, reconciliations, and transaction tracking • Support payroll calculations and ensure timely and accurate payment processing • Prepare and organize required financial and tax documentation • Assist in maintaining compliance with financial processes and reporting standards • Support implementation and optimization of accounting systems and workflows • Maintain organized digital records for financial reporting and audit readiness Inventory Management • Monitor inventory levels, stock movement, and usage trends • Coordinate inventory ordering and restocking processes • Maintain accurate inventory tracking systems and documentation • Identify shortages, overstocking, or inefficiencies and proactively recommend solutions • Generate inventory reports and cost tracking summaries as needed Vendor & Expense Management • Build and maintain professional vendor relationships • Track vendor invoices, contracts, payment schedules, and obligations • Execute expense management and vendor optimization initiatives • Coordinate vendor communications regarding orders, billing, or service issues • Support cost control and operational efficiency efforts Administrative & Operational Support • Maintain organized documentation across bookkeeping, inventory, and vendor systems • Create and update spreadsheets, trackers, and operational reports • Support internal process consistency and administrative workflows • Ensure data accuracy across reports, systems, and operational records • Assist leadership with administrative and operational support tasks as needed What Makes You a Strong Fit • Highly detail-oriented with strong accuracy and organizational discipline • Reliable, proactive, and comfortable working independently in a remote environment • Strong problem-solving mindset with the ability to manage multiple responsibilities calmly • Enjoys creating structure, maintaining systems, and improving operational processes • Communicates professionally and effectively with vendors and internal stakeholders • Process-driven with strong ownership and follow-through Required Experience & Skills • Proven experience in bookkeeping, accounting support, or financial administration • Hands-on experience with inventory management and vendor coordination • Strong proficiency with QuickBooks, Square, or similar accounting/payment systems • Advanced Microsoft Excel or Google Sheets skills for reporting, analysis, and tracking • Excellent written and verbal communication skills • Strong organizational and time-management abilities • Ability to prioritize tasks and manage workflows independently Preferred Experience & Tools • Previous experience supporting small businesses, creative agencies, or service-based businesses • Familiarity with U.S. small business tax processes and compliance requirements • Experience with inventory management systems and operational reporting • Exposure to payroll processing and vendor contract management • Experience creating operational SOPs or process documentation Education • Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred • Relevant certifications or bookkeeping/accounting training are a plus What Does a Typical Day Look Like? An Admin Assistant in this role focuses on maintaining operational accuracy and supporting efficient business workflows. You will: • Manage and reconcile financial transactions and bookkeeping records • Process payroll-related tasks and maintain compliance documentation • Monitor inventory levels and coordinate restocking activities • Communicate with vendors and manage payment tracking • Update spreadsheets, reports, and operational documentation • Support process organization and improve administrative efficiency In essence: you ensure financial accuracy, operational consistency, and organized systems that help the business run smoothly every day. Key Metrics for Success (KPIs) • Accuracy and timeliness of bookkeeping and payroll processing • Inventory accuracy and stock availability • Vendor performance and expense optimization • Compliance with reporting and documentation requirements • Organization and reliability of operational systems and records • Timely completion of administrative and financial workflows Interview Process • Initial Phone Screen • Video Interview with Recruiter • Practical Assessment (Bookkeeping or Inventory Management Scenario) • Final Interview • Offer & Background Verification #Bookkeeping #AdminAssistant #InventoryManagement #OperationsSupport #QuickBooks #RemoteWork #FinancialOperations #VendorManagement #AccountingSupport #BusinessOperations #AdministrativeSupport #Payroll #Excel #SmallBusinessOperations

Responsibilities

Manage daily bookkeeping, payroll, and financial records while overseeing inventory tracking and vendor relationships. Provide general administrative support to ensure operational efficiency and data accuracy across business systems.