Administrative Assistant – Bookkeeping & Operations Support

Job summary

The role involves providing comprehensive administrative, bookkeeping, and operational support, including managing communications, scheduling, and financial records. The assistant will also be responsible for creating SOPs, coordinating with clients and vendors, and ensuring day-to-day business operations run smoothly.

Job details

Administrative Assistant – Bookkeeping & Operations Support Work Setup: Remote Employment Type: Full-Time Preferred Candidates: Remote VAs from the Philippines and LATAM Role Overview We are looking for a highly organized and detail-oriented Administrative Assistant to provide administrative, bookkeeping, and operational support. This role will assist with day-to-day business operations, financial administration, client coordination, scheduling, and documentation. The ideal candidate is proactive, dependable, and comfortable managing multiple priorities while maintaining accurate records and professional communication. Key Responsibilities Manage email correspondence and calendar scheduling Draft and send client communications and welcome letters Coordinate with clients, vendors, and internal teams Assist with bookkeeping, invoicing, and payroll-related tasks Review and reconcile expenses and maintain accurate financial records Prepare estimates, proposals, and other business documents Follow up with clients, vendors, and external parties on outstanding items Create and maintain SOPs and administrative documentation Maintain organized records and support day-to-day business operations Provide general administrative support as needed Qualifications 2+ years of experience as an Administrative Assistant or similar role Experience with bookkeeping, invoicing, and payroll Strong Excel skills and experience with QuickBooks Experience with email and calendar management Strong client coordination and communication skills Excellent organizational and time-management skills Highly detail-oriented with strong follow-through Strong written and verbal English communication skills Able to multitask and work independently Experience in Construction, Manufacturing, Home Improvement, or a related industry is a plus What We’re Looking For Proactive and dependable Organized and detail-oriented Comfortable handling multiple priorities Strong problem-solving and follow-up skills Professional and confident when communicating with clients and vendors Able to work independently with minimal supervision Technical Set-up OS: Windows 11 Home/Pro Processor: i5 or Ryzen 5 or higher RAM: 16GB Accessories: Dual Screen, noise-cancelling headset and a camera

What you’ll do

The role involves providing comprehensive administrative, bookkeeping, and operational support, including managing communications, scheduling, and financial records. The assistant will also be responsible for creating SOPs, coordinating with clients and vendors, and ensuring day-to-day business operations run smoothly.

Requirements

Candidates must have at least 2 years of experience in an administrative or bookkeeping role with proficiency in QuickBooks and Excel. Strong organizational, communication, and multitasking skills are required, along with a reliable remote technical setup.

Listed skills

• Time management · Preferred
• Problem solving · Preferred
• Organization · Preferred
• Administrative Support · Preferred
• Microsoft Excel · Preferred
• Documentation · Preferred
• Communication · Preferred
• Payroll · Preferred
• invoicing · Preferred
• Bookkeeping · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Bookkeeping
• Invoicing
• Payroll
• Excel
• QuickBooks
• Email management
• Calendar management
• Client coordination
• Administrative support
• Documentation
• Time management
• Communication
• Problem-solving
• Organization
• SOP creation
• Calendar Management
• Administrative Support
• Business Operations
• Follow Through
• Microsoft Excel
• Operating Systems
• English Language
• Financial Statements
• Problem Solving
• Multitasking
• Operations
• QuickBooks (Accounting Software)
• Time Management
• Scheduling
• Coordinating
• Detail Oriented

Job areas

• Administrative
• Finance & Accounting
• Construction
• Manufacturing
• Administrative Assistant/Bookkeeping
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive