Administrative QuickBooks Assistant

Position Summary

The Administrative Assistant will provide essential administrative and data-entry support to ensure efficient office operations. This role requires a detail-oriented, highly organized individual with strong proficiency in data entry, QuickBooks accounting and inventory functions, and general administrative tasks. The ideal candidate will be able to work independently, handle sensitive information, and maintain accuracy in a fast-paced environment.

Key Responsibilities

Data Entry & Accounting Support

• Enter, update, and maintain accurate data across spreadsheets, databases, and internal systems.
• Perform high-volume data entry with strong attention to detail and accuracy.
• Process invoices, bills, payments, inventory adjustments, and receipts using QuickBooks.
• Assist with accounts payable and accounts receivable tasks.
• Reconcile transactions and verify financial data for accuracy.
• Generate financial reports, summaries, or exports as requested.

Administrative & Office Support

• Provide general administrative support to management and team members.
• Prepare and organize documents, reports, and correspondence.
• Maintain digital and physical filing systems for easy retrieval.
• Manage schedules, calendars, appointments, and meeting logistics.
• Answer phones, greet visitors, and route inquiries professionally.
• Assist with ordering office supplies and managing inventory.

Operational Support

• Coordinate and update company records, logs, databases, and tracking tools.
• Support internal departments with document preparation, data requests, or research.
• Assist with onboarding tasks such as setting up files or entering new employee information.
• Maintain confidentiality of organizational data and financial information at all times.

Qualifications

Required:

• High school diploma or equivalent (Associate degree preferred).
• 1–3 years of administrative or clerical experience, preferably in a business office setting.
• Proficiency in QuickBooks (Online and/or Desktop).
• Strong skills in Microsoft Office Suite (Excel, Word, Outlook).
• Fast and accurate typing and data entry skills (recommended 50+ WPM).
• Excellent organizational and multi-tasking abilities.
• Strong attention to detail with a commitment to accuracy.

Preferred:

• Experience with financial reporting or bookkeeping tasks.
• Familiarity with CRM or ERP systems.

Key Competencies

• Attention to detail and accuracy
• Time management and prioritization
• Professional communication skills
• Problem-solving and critical thinking
• Integrity and confidentiality
• Ability to work independently and as part of a team

Physical Requirements

• Ability to sit for extended periods while working at a computer
• Ability to lift up to 20 lbs (e.g., office supplies, files)

Compensation & Benefits

• Competitive hourly wage or salary
• Health insurance
• Paid time off and holidays

Pay: $21.50 - $24.50 per hour

Work Location: In person