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

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. #LI-MS1