Administrative Assistant, QuickBooks

This is a fully remote position, open to applicants in Venezuela.

📋 Description

• Deliver comprehensive administrative assistance to the team.

• Input and classify daily financial transactions, expenses, and vendor bills using QuickBooks.

• Generate, dispatch, and monitor client invoices as well as manage incoming payments.

• Aid in month-end reconciliations, organize receipts, and contribute to basic financial reporting.

• Handle incoming phone calls, emails, and both physical and digital correspondence.

• Maintain an organized digital filing and record-keeping system.

• Oversee office supplies, vendor relationships, and general office requirements.

• Support leadership with calendar management, scheduling meetings, and arranging travel plans.

• Act as a professional liaison for clients and vendors.

• Assist with special projects, onboarding logistics for the team, and preparation of company documents.

⛳️ Requirements

• Proficient understanding of English is necessary.

• Expertise in QuickBooks, including both QuickBooks Online and Desktop versions.

• Experience in managing daily financial workflows and transaction logs.

• Background in generating and processing client invoices along with monitoring accounts receivable.

• Familiarity with accounts payable, vendor bills, and digital receipts management.

• Experience reconciling monthly bank statements and credit card accounts.

• Proficient in compiling Profit & Loss statements and aging reports.

• Skilled in Microsoft Excel and Google Sheets, including the use of formulas, filtering, and formatting.

• Previous experience in calendar management and executive scheduling.

• Knowledge of Google Drive and OneDrive for digital filing systems.

• Experience with multi-line phone systems, Slack/Teams, and managing high-volume corporate emails.

• Proficient in Google Drive, Gmail, Docs, Sheets, Microsoft Word, Excel, Hubstaff, Zoom, and QuickBooks.

• Attributes such as professionalism, effective communication, proactiveness, analytical skills, teamwork orientation, organization, attention to detail, risk identification, prioritization, and compliance are essential.

• Must possess a personal computer with internet access.

• Comfort with using Hubstaff for time tracking is required.

• A 1.5–2 minute voice note in English must be submitted during the screening process.

🏝️ Benefits

• Opportunity for remote work.

• Monthly payments through Papaya Global or Payoneer.

• Flexible payment options available.

• Work-from-home arrangements including computer and internet access (provided by the candidate).

• Utilization of Hubstaff time tracking software.