DescriptionAdmin Assistant (Bookkeeping & Inventory Management) – RemoteBookkeeping | Inventory Management | Vendor Coordination | Operations SupportPosition Type: Full-Time, Remote Working Hours: U.S. Business HoursAbout the RoleAt 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:BookkeepingInventory managementVendor coordinationPayroll supportFinancial documentationOperational reportingIf you're detail-oriented, organized, and enjoy creating structure through systems and processes, this role is built for you.What You'll OwnBookkeeping & Financial OperationsMaintain 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 ManagementMonitor 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 ManagementBuild 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 SupportMaintain 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.RequirementsMust-Have QualificationsExperience2+ years of experience in:BookkeepingAccounting supportFinancial administrationAdministrative operationsCore SkillsHands-on experience with:Inventory managementVendor coordinationFinancial recordkeepingProficiency with:QuickBooksSquareSimilar accounting or payment platformsAdvanced 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 HaveExperience supporting:Small businessesCreative agenciesService-based companiesFamiliarity with:U.S. bookkeeping practicesSmall business tax documentationPayroll processingVendor contract managementExperience with inventory management software.Experience creating SOPs and operational documentation.EducationBachelor's degree in:AccountingFinanceBusiness AdministrationRelated field preferredBookkeeping or accounting certifications are a plus.Tools & SoftwareQuickBooksSquareMicrosoft ExcelGoogle SheetsGoogle WorkspaceInventory management systemsAccounting and reporting toolsWhat Makes You a Strong FitHighly 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 LikeReview 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 OutBlend 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 CoordinatorOffice ManagerAccounting CoordinatorOperations ManagerInterview ProcessApplication ReviewSpark Hire Intro Video (3–5 minutes)Recruiter InterviewPractical Assessment (Bookkeeping or Inventory Management Scenario)Final Client InterviewOffer & Background VerificationWhat Happens After You ApplyRight 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 yourself across multiple screening calls, you'll introduce yourself once, and your video will be shared with the hiring team.
This helps hiring managers evaluate your communication style early, making future interviews more meaningful and reducing unnecessary interview rounds.Don't overthink it—you can record your video as many times as you'd like before submitting it.
Only your final submission will be reviewed.Please keep an eye on both your inbox and spam folder for your Spark Hire invitation after submitting your application.Apply NowIf you're an organized operations professional with strong bookkeeping skills, a passion for accuracy, and experience managing inventory and vendor relationships, we'd love to hear from you.
Apply today and help build the operational foundation that keeps a growing business running smoothly.

📌 Administrative & Bookkeeping Assistant (Xico)
🏢 Pavago
📍 Xico