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Administrative Assistant, QuickBooks
The A Career. Provide comprehensive administrative support to the team .
About the role
Key responsibilities & impact- Provide comprehensive administrative support to the team
- 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
- Manage incoming phone calls, emails, and physical or digital correspondence
- Maintain organized digital filing and record-keeping systems
- Coordinate office supplies, vendor relationships, and general office needs
- Assist leadership with calendar management, meeting scheduling, and travel arrangements
- Serve as a professional point of contact for clients and vendors
- Assist with special projects, team onboarding logistics, and company document preparation
Requirements
What you’ll need- Advanced English knowledge required
- QuickBooks mastery, including QuickBooks Online/Desktop
- Experience managing daily financial workflows and transaction logs
- Experience generating and processing client invoices and monitoring accounts receivable
- Experience managing accounts payable, vendor bills, and digital receipts
- Experience reconciling monthly bank statements and credit card accounts
- Experience compiling Profit & Loss and aging reports
- Microsoft Excel and Google Sheets proficiency, including formulas, filtering, and formatting
- Calendar management and executive scheduling experience
- Google Drive and OneDrive digital filing systems experience
- Experience with multi-line phone systems, Slack/Teams, and high-volume corporate email
- Proficiency with Google Drive, Gmail, Docs, Sheets, Microsoft Word, Excel, Hubstaff, Zoom, and QuickBooks
- Professionalism, communication, proactiveness, analytical skills, teamwork orientation, organization, attention to detail, risk identification, prioritization, and compliance
- Must have own computer with internet access
- Must be comfortable using Hubstaff time tracking software
- Must submit a 1.5–2 minute voice note in English during screening
Benefits
Comp & perks- Remote work
- Monthly payments via Papaya Global or Payoneer
- Flexible payment options
- Work-from-home computer and internet access (candidate-provided)
- Hubstaff time tracking software