Administrative & Operations Assistant: QuickBooks & Records

PROFESSIONAL POOLS & CARE LLC; Hazel Green (KY); On-site; USD 20,000 - 29,000; Part time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401(k) with company matching

Retirement benefits

Employee discounts

Company-provided training

Job summary

Professional Pools & Care is seeking an Administrative & Operations Assistant to join our team. Starting pay is $18.00/hour, with higher starting pay considered based on relevant experience.

This part-time to full-time, year-round position requires organizing vendor invoices and financial records, assisting with QuickBooks entries, and maintaining project files. The role involves accounts payable/receivable, research for discrepancies, and supporting our CPA and payroll processes.

Qualifications

• Dependable, punctual, organized, and trustworthy.
• Exceptional attention to detail and accuracy.
• Strong follow-through and time-management skills.
• Comfortable working with numbers, invoices, spreadsheets, and financial documentation.
• Able to identify and research missing or incorrect information.
• Self-motivated and able to work independently after receiving direction.
• Willing and able to learn multiple company software systems.
• Previous administrative, bookkeeping, accounting-support, or office experience preferred.
• QuickBooks experience is a plus.
• Must have reliable personal transportation to and from work.
• Able to meet company pre-employment screening requirements.

Responsibilities

• Organize and maintain vendor invoices, receipts, statements, and financial records
• Assist with basic QuickBooks entries and bookkeeping tasks
• Assist with accounts payable, accounts receivable, and invoice tracking
• Research missing invoices, payments, documentation, and record discrepancies
• Organize and maintain customer and pool-project files, including contracts, invoices, change orders, warranties, and supporting documents
• Maintain vendor and subcontractor records, including Certificates of Insurance and required documentation
• Follow up on missing invoices, credits, paperwork, signatures, and other information
• Accurately enter and update information in company software and systems
• Scan, upload, attach, and electronically file documents
• Prepare spreadsheets, reports, forms, and checklists
• Assist with gathering records for our CPA, payroll provider, year-end accounting, and tax preparation
• Assist ownership with special projects and other administrative needs
• Maintain strict confidentiality of company, customer, employee, and financial information

Skills

Attention to detail

Organizational skills

Time management

Excel

QuickBooks

Tools

QuickBooks

Excel

Job description

Professional Pools & Care is seeking an Administrative & Operations Assistant to join our team. Starting pay is $18.00/hour, with higher starting pay considered based on relevant experience.

This part-time to full-time, year-round position requires organizing vendor invoices and financial records, assisting with QuickBooks entries, and maintaining project files. The role involves accounts payable/receivable, research for discrepancies, and supporting our CPA and payroll processes.