Administrative & Bookkeeping Assistant

Job Title: Admin Assistant (Bookkeeping & Inventory Management)Position Type: Full-Time, RemoteWorking Hours: U.S. business hoursAbout the RoleWe are seeking a detail-oriented and proactive Admin Assistant to support the operational and financial backbone of a creative, service-driven business. This role is critical to maintaining accuracy across bookkeeping, payroll, inventory, and vendor management, enabling the broader team to operate efficiently and stay focused on core work.This is a hands-on, execution-focused role suited for someone who thrives in structured work, enjoys working with numbers and systems, and takes ownership of keeping financial records, inventory, and vendor relationships clean, compliant, and well-managed.ResponsibilitiesBookkeeping & Financial OperationsManage daily bookkeeping activities and ensure financial records are accurate, up to date, and well-organized.Process payroll calculations and ensure timely and accurate payment distribution.Prepare and complete required tax forms while maintaining compliance with applicable financial regulations.Support the implementation, maintenance, and optimization of accounting systems and financial tools.Inventor ManagementOversee inventory tracking, ordering, and stock level optimization.Monitor usage trends to prevent shortages, delays, or overstocking.Maintain clear documentation and reporting related to inventory movement and costs.Vendor & Expense ManagementExecute vendor and expense optimization strategies to control costs and improve efficiency.Build and maintain strong vendor relationships to ensure favorable terms and timely service.Track vendor payments, contracts, and ongoing obligations.Process & Administrative SupportMaintain organized financial, inventory, and vendor documentation.Use spreadsheets and internal reports to support analysis, tracking, and decision-making.Ensure consistency, accuracy, and reliability across all administrative and financial processes.What Makes You a Strong FitYou are highly detail-oriented and take pride in accuracy.You are proactive, reliable, and comfortable working independently in a remote environment.You enjoy creating structure and improving processes.You are solution-oriented and calm when managing multiple responsibilities.Required Experience & SkillsProven experience in bookkeeping and financial administration.Hands-on experience managing inventory and vendor relationships.Strong proficiency with accounting and payment processing tools, including QuickBooks and Square.Advanced Excel skills for tracking, analysis, and reporting.Excellent written and verbal communication skills, particularly when working with vendors.Ability to manage time effectively and prioritize tasks independently.Preferred Experience & ToolsPrevious experience in a similar administrative or bookkeeping role.Experience supporting small businesses or creative-service environments.Familiarity with U.S. small business tax requirements and compliance processes.EducationBachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred.Relevant certifications or professional training are a plus.What Does a Typical Day Look Like ?An Admin Assistant in this role focuses on keeping operations running smoothly and accurately. You will:Manage and reconcile financial records and transactions.Process payroll and ensure compliance-related tasks are completed.Track inventory levels and coordinate reordering as needed.Communicate with vendors and manage expenses.Update reports and documentation to support operational clarity.In short: you ensure financial accuracy, operational consistency, and system reliability across the business.Key Metrics for Success (KPIs)Accuracy and timeliness of financial records and payrollInventory accuracy and stock availabilityVendor performance and cost optimizationCompliance with tax and reporting requirementsProcess reliability and documentation qualityInterview ProcessInitial Phone ScreenVideo Interview with RecruiterPractical Assessment (e.g., bookkeeping or inventory scenario)Final InterviewOffer & Background VerificationOriginally posted on Himalayas