Administrative Assistant with experience in QuickBooks

Thea Career Inc.; United States; Remote; USD 42,000 - 56,000; Full time

Job summary

Thea Career Inc. is seeking a detail-oriented Administrative Assistant to support the team and manage day-to-day bookkeeping in QuickBooks. You will handle invoices, AR/AP, month-end tasks, calendar scheduling, and vendor communications in a fast-paced office environment.

Strong organizational skills, advanced English, data privacy awareness, and reliability are essential. Familiarity with Google Drive, Excel/Sheets, Zoom, and cloud filing is preferred.

Qualifications

• Advanced English knowledge and professional communication.
• Proficient with QuickBooks Online/Desktop and related workflows.
• Experience in invoicing, AR, and client/vendor billing.
• Experience with AP, vendor bills, and expense coding.
• Experience with bank and credit card reconciliations.
• Ability to produce standard financial reports for management.
• Excel/Sheets formulas, data filtering, and organized records.
• Calendar management and travel coordination.
• Digital filing systems and cloud storage proficiency.
• Strong client/vendor liaison and team support.
• Attention to data privacy and compliance.

Responsibilities

• QuickBooks & Bookkeeping: record daily transactions, create invoices, process payments.
• Administrative & Office Operations: manage calls, emails, filing, supplies, scheduling.
• Customer & Team Support: be the point of contact for clients and vendors.

Skills

Advanced English

QuickBooks mastery

Invoicing

Accounts payable

Accounts receivable

Account reconciliation

Financial reporting

Spreadsheet formulas

Calendar management

Cloud filing

Workplace communication

Organizational skills

Data privacy

Team support

Tools

Google Drive

Google Docs

Google Sheets

Microsoft Office

Hubstaff

Zoom

QuickBooks

Job description

We are seeking a detail-oriented, organized, and reliable Administrative Assistant to keep an office running smoothly. In this role, you will provide comprehensive administrative support to the team while taking ownership of day-to-day bookkeeping and financial workflows using QuickBooks.

You should have knowledge of accounting principles, good organizational skills, and working knowledge of QuickBooks. A top-notch candidate should have integrity, excellent mathematical skills, and an understanding of data privacy standards.

WE WILL REQUEST A VOICE NOTE FOR THE SCREENING PROCESS.

ADVANCED ENGLISH REQUIRED FOR THE POSITION.

Responsibilities include but are not limited to:

• QuickBooks & Bookkeeping:

• Enter and categorize daily financial transactions, expenses, and vendor bills in QuickBooks.
• Create, send, and track client invoices and process incoming payments.
• Support month-end reconciliations, receipt organization, and basic financial reporting.

• Administrative & Office Operations:

• Manage incoming phone calls, emails, and physical or digital correspondence.
• Maintain clean, organized digital filing/record-keeping systems.
• Coordinate office supplies, vendor relationships, and general needs.
• Assist leadership with calendar management, meeting scheduling, and travel arrangements as needed.

• Customer & Team Support:

• Serve as a friendly, professional point of contact for clients, and vendors.
• Assist with special projects, team onboarding logistics, and company document preparation.

Requirements

Skills required

• Advanced English knowledge
• QuickBooks Mastery: Managed daily financial workflows within QuickBooks Online/Desktop, maintaining accurate transaction logs.
• Invoicing & Billing: Generated and processed client invoices, monitored accounts receivable (AR), and distributed payment reminders.
• Expense Management: Coded and entered vendor bills, managed accounts payable (AP), and organized digital receipts.
• Account Reconciliation: Balanced monthly bank statements and credit card accounts, successfully resolving transaction discrepancies.
• Financial Reporting: Extracted and compiled standard financial reports, including Profit & Loss sheets and aging reports, for management review.
• Spreadsheet Optimization: Maintained tracking logs in Microsoft Excel and Google Sheets utilizing formulas, data filtering, and formatting.
• Calendar Management: Maintained complex executive schedules, coordinated multi-party meetings, and managed automated calendar invites.
• Cloud Organization: Built and structured secure digital filing systems using Google Drive and OneDrive for corporate records.
• Workplace Communication: Managed multi-line phone systems, team chats (Slack/Teams), and high-volume corporate email boxes.

Soft Skills Required:

• Professionalism.
• Communication.
• Proactiveness.
• Analytical skills.
• Teamwork orientation.
• Organization skills and attention to detail.
• Risk identification.
• Prioritization skills.
• Compliance.

Main Tools to Manage:

• Google Suite: Google Drive, Corporate Gmail, Docs, Sheets.
• Microsoft Office: Word, Excel.
• Hubstaff: Web App, Desktop App and Hubstaff Tasks.
• Zoom: Meetings and Breakout rooms.
• Quickbooks.

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