Job Opportunities API

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 sim