Remote Bookkeeping Specialist & Administrative Assistant

Job Summary:

We are seeking a reliable and detail-oriented Remote Bookkeeping Specialist and Administrative Assistant to manage day-to-day financial operations and support the overall financial organization of the company. This role is responsible for maintaining accurate financial records, handling accounts receivable and accounts payable, preparing monthly financial reports, performing bank and account reconciliations, and filing quarterly sales tax reports. The position also involves tracking expenses, maintaining organized financial documentation, assisting with financial reporting and budget tracking, and ensuring records are properly maintained for tax preparation and financial compliance.

In addition to financial responsibilities, the role provides administrative support by managing calendars and scheduling, handling email correspondence, organizing digital files and records, placing and tracking orders for supplies or services, conducting online research, and assisting with special projects when needed. The ideal candidate has strong bookkeeping experience, is highly trustworthy when handling financial information, and is comfortable working in a remote environment using tools such as QuickBooks, Zoom, and Microsoft Office. This role requires excellent organizational skills, strong attention to detail, and the ability to communicate and collaborate effectively with clients, vendors, and team members while supporting additional administrative tasks as needed.

Key Responsibilities:

Bookkeeping Specialist:

• Manage end-to-end company financial records and day-to-day bookkeeping activities.
• Handle Accounts Receivable and Accounts Payable.
• Prepare monthly financial reports.
• Perform bank and account reconciliations.
• File quarterly sales tax reports.
• Communicate with clients regarding invoices and payments.
• Coordinate with vendors regarding billing and collections.
• Track expenses and maintain organized financial documentation.
• Assist with financial reporting and budget tracking.
• Maintain records for tax preparation and financial compliance.

Administrative Assistant:

• Assist with scheduling and administrative tasks as needed.
• Manage calendars, appointments, and scheduling.
• Handle email correspondence and communication.
• Place and track orders for supplies, services, or business needs.
• Conduct online research and compile information when needed.
• Organize digital files, documents, and records.
• Assist with special projects as needed.
• Perform other tasks related to the position.

Qualifications & Requirements:

• Proficient level of English (written and spoken).
• Strong interpersonal and phone communication skills with excellent customer service approach.
• Proven experience in bookkeeping and financial record management.
• Strong experience with QuickBooks.
• Experience as an Administrative/Virtual Assistant, Operations, Customer Service or similar roles.
• Willingness to learn Studio Designer software (training will be provided by the client).
• Strong numerical and analytical skills.
• High level of trustworthiness and responsibility when handling financial information.
• Detail-oriented with strong organizational skills.
• Confident and professional communication skills.
• Comfortable managing Zoom meetings and virtual collaboration.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Out-of-the-box thinker, reliable, organized, detail-oriented, self-motivated, and confident approach.
• Positive attitude and the ability to learn and adapt quickly.
• Ability to understand and follow established processes with minimal supervision.
• Ability to work in alignment with U.S. Eastern Time (New York time) business hours.
• Interested in long-term career opportunities.
• Reliable computer (Windows 10 or newer), two monitors, and stable high-speed internet.

Compensation & Benefits:

• 100% remote work.
• Compensation in USD.
• Full-time position with 40 hours weekly.
• Please note that this is a long-term opportunity.
• Great work environment with potential for growth.