Administrative Assistant – Bookkeeping & Operations Support

Administrative Assistant – Bookkeeping & Operations Support

Work Setup: Remote
Employment Type: Full-Time

Preferred Candidates: Remote VAs from the Philippines and LATAM

Role Overview

We are looking for a highly organized and detail-oriented Administrative Assistant to provide administrative, bookkeeping, and operational support. This role will assist with day-to-day business operations, financial administration, client coordination, scheduling, and documentation.

The ideal candidate is proactive, dependable, and comfortable managing multiple priorities while maintaining accurate records and professional communication.

Key Responsibilities

• Manage email correspondence and calendar scheduling
• Draft and send client communications and welcome letters
• Coordinate with clients, vendors, and internal teams
• Assist with bookkeeping, invoicing, and payroll-related tasks
• Review and reconcile expenses and maintain accurate financial records
• Prepare estimates, proposals, and other business documents
• Follow up with clients, vendors, and external parties on outstanding items
• Create and maintain SOPs and administrative documentation
• Maintain organized records and support day-to-day business operations
• Provide general administrative support as needed

Qualifications

• 2+ years of experience as an Administrative Assistant or similar role
• Experience with bookkeeping, invoicing, and payroll
• Strong Excel skills and experience with QuickBooks
• Experience with email and calendar management
• Strong client coordination and communication skills
• Excellent organizational and time-management skills
• Highly detail-oriented with strong follow-through
• Strong written and verbal English communication skills
• Able to multitask and work independently
• Experience in Construction, Manufacturing, Home Improvement, or a related industry is a plus

What We’re Looking For

• Proactive and dependable
• Organized and detail-oriented
• Comfortable handling multiple priorities
• Strong problem-solving and follow-up skills
• Professional and confident when communicating with clients and vendors
• Able to work independently with minimal supervision

Technical Set-up

OS: Windows 11 Home/Pro

Processor: i5 or Ryzen 5 or higher

RAM: 16GB

Accessories: Dual Screen, noise-cancelling headset and a camera