Description
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 OwnBookkeeping & 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.

RequirementsMust-Have QualificationsExperience

- 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 syste

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