Bookkeeper/Administrative Assistant

Bookkeeper / Administrative Assistant

AustinMacWorks - Austin, TX (On-site)

About Us

AustinMacWorks is a Tech Infra Company. We sell, deploy, and repair computer hardware and related technology services for government, and commercial clients across multiple states. We're a small, fast-moving team where this role touches nearly every part of the business.

The Role We're looking for a detail-obsessed Bookkeeper / Administrative Assistant to own our day-to-day finances and keep operations running smoothly. You'll handle the books, support purchasing and reseller paperwork, and be the administrative backbone of the company. Comfort with IT reseller workflows (or willingness to learn them fast) is a big plus.

Bookkeeping & Finance

• Manage accounts payable and accounts receivable vendor bills, customer invoicing, collections follow-up
• Reconcile bank, credit card, and merchant accounts monthly
• Record and categorize transactions; maintain a clean general ledger
• Process payroll inputs and coordinate with our payroll provider
• Track and remit sales tax across the states we operate in (resale/exemption certificate management)
• Prepare monthly financial reports, P&L, and cash-flow snapshots for leadership
• Reconcile inventory and COGS against our ERP/POS system
• Support month-end and year-end close and liaise with our outside CPA

Reseller & Service Operations

• Process and reconcile purchase orders to distributors and direct vendor accounts
• Track vendor pricing, rebates, and program credits; reconcile claims and chargebacks
• Manage extended warranty and service plan registrations, attach, and billing reconciliation
• Support service-system administration for warranty lookups, repair order paperwork, parts ordering reconciliation
• Maintain reseller authorizations, certifications, and compliance documentation (vendor, distributor, and cooperative purchasing programs like DIR, OMNIA, TIPS, BuyBoard)
• Help prepare quotes and process orders for federal, and commercial purchasing vehicles
• Reconcile dropship/fulfillment orders and 3-way match (PO / receipt / invoice)
• Maintain serial number, asset, and warranty records for client deployments

Administrative

• Serve as first point of contact for vendor, client, and internal administrative requests
• Manage filing, recordkeeping, and document retention (digital and physical)
• Coordinate scheduling, correspondence, and office/warehouse supply ordering
• Assist with onboarding paperwork, expense tracking, and basic HR administration
• Support leadership with ad-hoc reporting and operational tasks

What We're Looking For

• 2+ years bookkeeping experience (full-cycle AP/AR and reconciliation)
• Proficiency with accounting software (QuickBooks, Odoo, NetSuite, or similar) and Excel/Sheets
• Exceptional attention to detail and organization; trustworthy with sensitive financial data
• Clear written and verbal communication
• Ability to juggle finance + admin without dropping either

Nice to Have

• Experience in IT, electronics, or hardware reseller / repair environments
• Familiarity with reseller programs, service systems, extended warranty plans, or distributor portals
• Exposure to ERP migrations or inventory-heavy bookkeeping
• Experience with government purchasing and cooperative contracts

Pay: $19.00 - $25.00 per hour

Work Location: In person