Administrative Assistant with experience in QuickBooks

Thea Career Inc.; Caracas; Sur place; VES 10 648 000 - 21 295 000; Plein temps

Résumé du poste

Thea Career Inc. seeks a detail-oriented Administrative Assistant to keep an office running smoothly. You will provide comprehensive administrative support while taking ownership of day-to-day bookkeeping and financial workflows using QuickBooks.

Ideal candidates have advanced English, integrity, and strong organizational skills, with experience handling invoicing, accounts payable/receivable, and basic financial reporting. This on-site role offers growth and professional collaboration.

Qualifications

• Advanced English language proficiency.
• Experience with QuickBooks Online/Desktop.
• Generate and process client invoices; monitor AR.
• Code and enter vendor bills; manage AP.
• Balance monthly bank statements and card accounts.
• Prepare standard financial reports (P&L, aging).
• Maintain Excel/Sheets tracking logs with formulas.

Responsabilités

• Enter and categorize daily financial transactions in QuickBooks.
• Create, send, and track client invoices and process payments.
• Support month-end reconciliations and basic financial reporting.
• Manage calls, emails, and correspondence; keep filing systems organized.
• Coordinate office supplies, vendor relations, and general needs.
• Assist leadership with calendar management and travel arrangements.

Connaissances

Advanced English

QuickBooks Mastery

Invoicing

Billing

Expense Management

Account Reconciliation

Financial Reporting

Spreadsheet Optimization

Calendar Management

Communication

Outils

QuickBooks

Microsoft Excel

Google Sheets

Google Drive

OneDrive

Slack/Teams

Zoom

Description du poste

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 limite d 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.

Job 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 calendarinvites.
• 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.

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.