Administrative and Operations Assistant

Administrative Assistant (Remote – Independent Contractor, 1099 ONLY in Palm Beach County FL or nearby area)

About Us:

We are a growing music education company offering group piano classes in public elementary schools across Palm Beach County, Florida and New York City. Our mission is to make quality music education accessible to young students in a fun and engaging way. In addition to our school-based programs, we also serve a private sector of students through individual lessons. Our team is passionate about music, education, and creating smooth, organized systems to support our teachers, students, and families.

Administrative Assistant – Job Overview

We are seeking a highly organized and detail-oriented Administrative Assistant in Palm Beach county or a nearby area to support daily operations of a growing small business. This is a remote 1099 independent contractor role.

This person will work closely with the company owner and serve as a true right hand in daily operations. Because of that, alignment in work style, communication, and reliability is extremely important. We value responsiveness, initiative, and transparency. The ideal candidate keeps tasks moving forward, communicates clearly and regularly, and does not leave items unresolved or unreported.

For the right person, this position offers the opportunity to grow with the company and take on more responsibility over time. We’ll discuss work style expectations more in detail during the interview process.

Main Responsibilities:

• Answering and making phone calls professionally
• Writing and responding to emails clearly and promptly
• Creating and maintaining spreadsheets and databases
• Conducting data entry and managing records
• Processing student registration forms and creating class rosters
• Communicating with instructors, parents, and schools
• Supporting general administrative and scheduling tasks

QuickBooks Bookkeeping Duties:

This role requires strong proficiency in QuickBooks Online. You will be responsible for maintaining accurate, organized, and up-to-date financial records. Responsibilities include:

• Creating and managing invoices, including setting up recurring auto-sent invoices for weekly or monthly billing
• Recording payments received and categorizing incoming revenue, expenses, and bank transactions
• Reconciling bank and credit card statements to ensure all records align
• Generating financial reports (e.g., profit and loss, customer balances) as needed
• Tracking and reporting overdue accounts and outstanding balances
• Ensuring data is entered in real time to avoid backlog
• Staying organized for tax season by categorizing contractor payments and business expenses properly
• Using QuickBooks features efficiently and flagging any irregularities or issues proactively

You must be comfortable navigating QuickBooks independently and utilizing built-in tools (like automation, reminders, and customer profiles) to streamline accounting processes.

Job Requirements:

• Proficient in QuickBooks Online, Microsoft Office, and Google Workspace
• Strong organizational skills with the ability to prioritize tasks efficiently
• Excellent verbal and written communication skills
• Attention to detail, especially in financial data entry
• Ability to work independently and manage your time responsibly

Experience Preferred:

• Prior experience in administrative support, customer service, or as a secretary
• Experience working with educational programs, students, or families is a plus

Schedule:

Work hours are not flexible. You must be available to work Monday–Friday between 10:30 AM and 3:30 PM. You are expected to be fully available and focused on work related to this role. We expect that no other jobs, client or personal obligations interfere during that window. The workload may vary throughout the school year, but with up to 25 hours per week expected hours.

Tools Provided:

A company laptop and phone will be provided for work-related tasks.

Compensation:

• $23/hour/ Weekly: $577/ Monthly: ~$2,300. Payments will be made weekly.
• This is a 1099 independent contractor role (not employment)

Contract & Confidentiality:

The selected candidate will be required to:

• Sign an Independent Contractor Agreement outlining compensation, scope of work, expectations, and terms
• Sign a Non-Disclosure Agreement (NDA) to protect the confidentiality of company, client, and student information

Contract terms will be discussed during the hiring process and generally align with the academic year, with potential for extension or renewal.

To apply, please send your resume and a brief note about your availability and relevant experience. We look forward to hearing from you!

Job Type: Contract

Pay: $577.00 per week

Work Location: Remote