Admin Assistant (Bookkeeping & Inventory Management) – Remote Bookkeeping | Inventory Management | Vendor Coordination | Operations Support Position Type: Full-Time, Remote Working Hours: U.S. Business Hours 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 Interview Process • Application Review • Spark Hire Intro Video (3–5 minutes) • Recruiter Interview • Practical Assessment (Bookkeeping or Inventory Management Scenario) • Final Client Interview • Offer & Background Verification What Happens After You Apply Right after you apply, you’ll receive an email invitation from Spark Hire to record your Intro Video. This short, self-recorded video is the final step that completes your application and can be recorded whenever it’s convenient for you. Instead of repeating yo