Part-Time Business Operations Assistant

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

📋 Description

• Process and pay vendor invoices on time; monitor due dates

• Generate and dispatch client invoices while following up on overdue payments

• Document payments and reconcile deposits with invoices

• Organize receipts, invoices, and payment documentation

• Manage vendor and customer information in QuickBooks

• Classify transactions and assist with bank and credit card reconciliations

• Produce standard QuickBooks reports, such as aging, profit and loss, and expense reports

• Prepare data for the firm's accountant or bookkeeper

• Maintain trackers for revenue, outstanding invoices, project hours, renewals, and important dates

• Generate weekly or monthly reports and dashboards for management

• Identify trends, overdue items, and discrepancies

• Schedule and publish social media content while updating websites or listings

• Assist in creating marketing materials, email campaigns, and event logistics

• Monitor marketing outcomes, including posts, leads, and responses

• Organize and manage the shared drive, folder structures, and file naming conventions

• Keep project management tasks, deadlines, and statuses up to date

• Archive outdated files and help manage access to sensitive directories

• Collaborate with vendors and service providers

• Monitor contracts, renewals, subscriptions, and software licenses

• Collect quotes and assess vendor or tool alternatives

• Utilize AI tools to draft emails and documents, summarize information, organize data, and generate reports

• Integrate and automate office tools to minimize manual tasks

• Suggest and document process enhancements

• Manage shared inboxes and calendars

• Perform data entry, document preparation, and other administrative functions

⛳️ Requirements

• Minimum of 2 years' experience in administrative, office, bookkeeping, or operations roles

• Familiarity with QuickBooks or a fast-paced business environment that demands strong attention to detail

• Experience with AI tools for work, such as Claude, ChatGPT, or Microsoft Copilot, for drafting, summarizing, organizing, or analyzing

• Comfortable learning and integrating office tools like Microsoft 365 or Google Workspace, project management systems, and automation tools

• Proficient in Excel or Google Sheets

• Dependable home internet connection and a quiet workspace

• Experience in accounts payable and receivable preferred

• Familiarity with automation tools like Zapier, Make, or Power Automate preferred

• Experience in social media or marketing support preferred

• Background in a small business or professional services firm preferred

• Proficiency with project management tools such as Asana, Monday.com, ClickUp, or Trello preferred

• High school diploma required

• Coursework or a degree in business, accounting, or a related field is advantageous

🏝️ Benefits

• Part-time hourly employment

• Flexible schedule, approximately 2–3 days a week / 16–24 hours

• Remote work opportunity

• Work arrangements that can accommodate family or school obligations