Admin Assistant (Bookkeeping & Inventory Management)

TL;DR

Admin Assistant (Bookkeeping & Inventory Management): Maintain accurate bookkeeping records, support payroll processing, manage inventory tracking, and coordinate vendor billing and schedules with an accent on audit-ready financial documentation and operational reporting. Focus on reconciling transactions, improving accounting workflows, and keeping inventory and vendor records accurate and organized in a fully remote setup aligned with U.S. business hours.

Location: Remote (Mexico, Colombia, Brazil, Costa Rica)

Company

hirify.global supports a service-driven business with remote administrative and financial operations.

What you will do

• Maintain bookkeeping records: process invoices and expenses, perform reconciliations, and track transactions.
• Support payroll processing and prepare financial and tax documentation with audit-ready digital records.
• Manage inventory: monitor stock levels, coordinate purchasing/replenishment, and report shortages or discrepancies.
• Coordinate vendors: track invoices/contracts/payment schedules and communicate with vendors about billing and orders.
• Keep operational documentation organized: update spreadsheets/trackers and produce operational reporting.
• Improve workflows and documentation (SOPs/processes) to increase accuracy and operational efficiency.

Requirements

• 2+ years of experience in bookkeeping, accounting support, financial administration, and administrative operations.
• Hands-on experience with inventory management and vendor coordination.
• Strong financial recordkeeping skills and numerical accuracy.
• Proficiency with QuickBooks and Square; advanced Excel or Google Sheets skills.
• English: strong written and verbal communication.
• Ability to work independently in a remote environment during U.S. business hours.

Nice to have

• Experience supporting small businesses, creative agencies, or service-based companies.
• Familiarity with U.S. bookkeeping practices, small business tax documentation, and payroll processing.
• Experience with inventory management software and creating SOPs/operational documentation.
• Experience with vendor contract management.

Culture & Benefits

• Fully remote role with long-term growth potential.
• U.S. business hours working schedule.
• Blend of finance, operations, and administrative ownership with direct impact on operational efficiency.
• Clear progression path toward Operations Coordinator, Office Manager, Accounting Coordinator, or Operations Manager.

Hiring process

• Application review and Spark Hire intro video (3–5 minutes).
• Recruiter interview and practical assessment (bookkeeping or inventory scenario).
• Final client interview, then offer and background verification.