Operations Administrative Assistant

More Staffing LLC; United States; Remote; USD 45,000 - 65,000; Full time

Job summary

A dynamic staffing agency is seeking an Operations Administrative Assistant to support core financial, HR, and administrative functions remotely. This role is crucial for maintaining operational efficiency and effective communication across teams. The ideal candidate is highly organized, proactive, and has a strong background in finance and administration.

Qualifications

• 3–5 years of experience in administrative, finance, or operations support roles.
• Proven ability to handle sensitive financial and HR information with discretion.
• Strong English written and verbal communication skills.

Responsibilities

• Manage banking and credit card administration, including payments and reconciliations.
• Run biweekly payroll in Gusto and maintain payroll documentation.
• Assist with onboarding new employees and contractors.

Skills

Attention to Detail

Organizational Skills

Problem Solving

Communication

Tools

QuickBooks

Gusto

Finaloop

Bill.com

Google Workspace

Excel

Sheets

Job description

Job Title: Operations Administrative Assistant

Location: Remote

Work Shift: Eastern Timezone, 9AM to 5PM

Working Hours: 40 hours per week (Full-time), some flexibility, once already up to speed

Job Overview:

The Operations Administrative Assistant supports core financial, HR, and administrative functions that keep the business running smoothly behind the scenes. This role handles day-to-day tasks across banking, payroll, bill pay, and tax documentation, while also assisting with onboarding and internal coordination.

We are looking for a highly dependable and experienced self-starter who is not only detail-oriented and easy to work with but also eager to help us build and improve systems around their responsibilities. This is a high-trust role that plays a key part in supporting finance, people operations, and administrative efficiency across the business.

Key Responsibilities:

Banking & Credit Card Administration

• Initiate and track payments across multiple bank and credit card accounts
• Reconcile monthly credit card transactions and maintain up-to-date records
• Manage expense reimbursements and coordinate with internal stakeholders
• Maintain accurate documentation and ensure transaction details are well organized and accessible

Accounts Payable & Bill Pay

• Own day-to-day management of Bill.com, including invoice entry, coding, approvals, and payment execution
• Communicate directly with vendors to confirm payment timing, request documentation (e.g. W-9s), and resolve discrepancies
• Track aging payables and flag overdue items or payment risks
• Ensure all bill pay activity is properly documented and aligned with internal approval workflows

Payroll

• Run biweekly payroll in Gusto for employees and contractors, ensuring timely and accurate payment
• Manage bonuses, commissions, and contractor disbursements in coordination with department leads
• Maintain payroll records and documentation in accordance with compliance standards
• Prepare payroll reports and support audits or reporting requests as needed

Bookkeeping & Financial Admin

• Enter and categorize transactions in QuickBooks and/or Finaloop to maintain accurate records
• Assist with monthly close tasks in coordination with the finance team
• Support cross-system reconciliation across bank accounts, Bill.com, Gusto, and internal records
• Maintain organized financial documentation to support reporting and compliance

Tax Compliance

• File sales tax returns accurately and on time across applicable states
• Coordinate with the CPA to support sales tax compliance and respond to documentation requests
• Organize and maintain tax-related records to support annual filings and audits
• Prepare and submit documentation needed for year-end tax prep in coordination with the CPA

People Ops & Onboarding

• Set up new employee and contractor accounts across Google Workspace, Slack, Gusto, and other internal platforms
• Prepare and maintain onboarding materials, including welcome packets, policies, and documentation checklists
• Coordinate with department leads to ensure smooth onboarding and system access
• Support internal tracking of onboarding progress and documentation status

General Operations & Administrative Support

• Assist with scheduling internal meetings, vendor calls, and other logistics as needed by the leadership team
• Maintain organized shared drives, folders, and documentation systems
• Draft SOPs and internal process documentation related to the role’s responsibilities
• Support ad hoc administrative needs across operations, finance, HR, marketing and general business functions and projects.

#LI-CP1

• 3–5 years of experience in administrative, finance, or operations support roles
• Proven ability to handle sensitive financial and HR information with discretion and accuracy
• Self-starter with a systems mindset who can build, refine, and own repeatable workflows
• Highly organized, dependable, and proactive in identifying and solving problems
• Strong english written and verbal communication skills across teams and external partners
• Comfortable working in a remote environment across time zones
• Experience with tools such as QuickBooks, Gusto, Finaloop, Bill.com, Google Workspace, and Excel/Sheets
• Familiarity with sales tax filings, payroll processes, and vendor management is a plus