Administrative Assistant with experience in QuickBooks

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.

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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