Admin Assistant / Junior Bookkeeper

ABOUT THE COMPANY

We are a growing bookkeeping firm that supports small and mid-sized businesses with accurate, reliable financial recordkeeping. Our goal is to bring clarity and structure to our clients’ financial systems so they can make better decisions and focus on growing their businesses.
Our approach is built on accuracy, clear communication, and strong client relationships, and these core values guide how we serve clients and work as a team.
As our firm continues to grow, we are looking for a tea ---------- mber who will take pride in their work, value organization and problem-solving, and want to contribute to delivering high-quality financial support to our clients.


POSITION SUMMARY

The Administrative Assistant / Junior Bookkeeper is an entry level position responsible for providing administrative and bookkeeping support to ensure the smooth day-to-day operations of the firm. This role includes assisting with client onboarding, organizing and maintaining digital files, performing basic bookkeeping tasks, and supporting the Head Bookkeeper with recurring monthly work.
Responsibilities may include categorizing transactions, reconciling accounts, entering data into QuickBooks Online, processing payroll, managing some client communications, maintaining internal systems and checklists, and assisting with special projects as needed. The Administrative Assistant / Junior Bookkeeper will also help ensure client records are complete, organized, and up to date while maintaining a high level of accuracy and attention to detail.
This role is ideal for someone who is organized, dependable, eager to learn, and excited to grow within the firm long-term. Prior experience with QuickBooks Online is preferred but not required, as training will be provided for the right candidate.
We are not looking for a highly experienced candidate. Instead, we are seeking someone who is eager to learn, grow with our firm, and contribute to our team long-term. The ideal candidate has a positive, can-do attitude, is willing to learn, and takes initiative. Above all, we value enthusiasm, reliability, and exceptional attention to detail over years of experience.


OBJECTIVES & RESPONSIBILITIES

The Administrative Assistant / Junior Bookkeeper is responsible for providing administrative and bookkeeping support while ensuring accuracy, organization, and timely completion of assigned tasks. Responsibilities include:

• Assist with categorizing income and expenses using cash-basis and/or accrual accounting.
• Maintain client bookkeeping files by reviewing and organizing bank feed transactions.
• Categorize and match transactions in QuickBooks Online under the guidance of the Head Bookkeeper.
• Identify missing receipts or supporting documentation and follow up as directed.
• Assist with bank and credit card reconciliations.
• Maintain organized digital files for receipts, statements, and other client documentation.
• Assist with client onboarding by organizing files, requesting documents, and setting up client information.
• Assist with payroll processing and payroll-related administrative tasks, as assigned.
• Support the preparation of monthly financial reports for review by the Head Bookkeeper.
• Complete assigned administrative tasks, including scheduling meetings, managing client correspondence, updating internal spreadsheets, and maintaining task lists.
• Monitor and respond to email communication from tea ---------- mbers and clients within 24 hours during scheduled working days.
• Promptly communicate questions, discrepancies, or concerns to the Head Bookkeeper for review.
• Follow established standard operating procedures (SOPs) and internal workflows.
• Demonstrate a willingness to learn new bookkeeping skills, software, and processes through ongoing training.
• Maintain a high level of accuracy, confidentiality, and professionalism in all work performed.
• Prepare for and participate in biweekly one-on-one meetings with the Head Bookkeeper to discuss progress, questions, and opportunities for improvement.
• Maintain an accurate record of hours worked and provide daily updates on completed tasks.
• Perform additional administrative or bookkeeping responsibilities as assigned.

The Administrative Assistant / Junior Bookkeeper is expected to ask questions when unsure, seek clarification when needed, and continually develop their bookkeeping and administrative skills while providing dependable support to the firm and clients.


QUALIFICATIONS, SKILLS & EXPERIENCE

The ideal Administrative Assistant / Junior Bookkeeper will possess the following qualifications, skills, and attributes:
• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field is preferred but not required.
• 1+ years of administrative, bookkeeping, accounting support, or customer service experience is preferred.
• Basic understanding of bookkeeping principles and a willingness to continue learning.
• Experience with QuickBooks Online is preferred; however, candidates who are eager to learn are encouraged to apply.
• Familiarity with U.S. bookkeeping practices is a plus but not required.
• Strong computer skills with proficiency in Microsoft Office Suite and Google Workspace.
• Experience with cloud-based software such as Gusto, Zoom, LastPass, Double, or similar applications is a plus.
• Excellent data entry skills with a high degree of accuracy and attention to detail.
• Strong organizational and time management skills with the ability to prioritize multiple tasks and manage multiple client files.
• Strong and professional written and verbal English communication skills.
• Strong customer service skills with a friendly, professional, and client-focused approach.
• Ability to follow detailed instructions, standard operating procedures (SOPs), and established workflows.
• Dependable, reliable, and able to meet deadlines consistently.
• Ability to work independently while recognizing when to ask questions or seek guidance.
• Strong problem-solving skills with the ability to identify discrepancies or missing information and communicate them appropriately.
• Ability to maintain confidentiality and exercise professionalism when handling sensitive client information.
• Demonstrates a positive attitude, strong work ethic, and a willingness to learn new software, processes, and bookkeeping concepts.
• Previous experience working in a remote or virtual environment is preferred.


ROLE TYPE & COMPENSATION

• Contractor Position (not an employee)
• Remote / Work From Home
• Hours: 10-20 hours per week to start, growing into a full-time position
• Compensation: dependent on experience
• Paid twice per month via Wise
• Flexible schedule with some overlap in EST time zone for check-ins and communication


HOW TO APPLY

If this position caught your eye, send us your resume!
In the job application, please include the word BLUEBIRD as the first word in the subject line.

I'm looking forward to connecting with you!