Accounting Assistant

Job Description

Job Description

Job Summary

We are seeking a highly organized and detail-oriented Executive Administrative Purchasing Assistant to support the CEO and assist with daily operational and administrative tasks. This role is primarily administrative in nature, with responsibilities that include creating invoices and purchase orders in QuickBooks Online, maintaining product pricing and quotes, and coordinating orders with our manufacturing partners.

The ideal candidate is proactive, dependable, quick to learn, and comfortable working in a fast-paced environment. Experience using QuickBooks Online for invoicing and purchase order management is required.

Key Responsibilities

Administrative & Operations Support

• Serve as the assistant to the CEO, helping manage schedules, communications, and day-to-day administrative tasks
• Prepare reports, organize documents, and assist with operational coordination
• Communicate with vendors, customers, and internal team members as needed
• Maintain confidentiality and professionalism in all communications

QuickBooks & Order Processing

• Create and manage invoices and purchase orders in QuickBooks Online
• Coordinate purchase orders with manufacturing partners and vendors
• Maintain accurate product pricing, quotes, and order records
• Assist with tracking payments, outstanding invoices, and order status
• Ensure all records and documentation are organized and up to date

Qualifications

• Experience using QuickBooks Online
• Strong organizational and multitasking skills
• Excellent attention to detail
• Comfortable handling administrative and operational responsibilities
• Strong communication and follow-up skills
• Ability to work independently and learn quickly

Preferred Experience

• Experience working with distributors, purchasing, or order processing
• Administrative assistant or executive assistant experience
• Familiarity with invoices, purchase orders, and vendor coordination

Job Type: Full-time

Benefits:

• Health insurance
• Paid time off

Experience:

• Invoicing: 1 year (Preferred)

Language:

• Spanish
• English

Work Location: In person