Admin Assistant (Bookkeeping & Inventory Management) – Remote

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