Bookkeeper/Administrative Assistant (PT 25-30 hrs. Onsite Only)

Job Description

Job Description

Bookkeeper/Administrative Assistant (PT 25 hrs., Onsite) 

Warren, RI
Part-Time |25-30 Hours Per Week

We are seeking a reliable and detail-oriented Bookkeeping Administrative Assistant to support daily bookkeeping, billing, and administrative operations. This position plays an important role in the day-to-day financial and office functions of the business by entering invoices and bills into QuickBooks, applying customer payments, monitoring outstanding balances, maintaining accurate records and filing systems, and assisting with customer and vendor communications.

The ideal candidate is organized, dependable, and comfortable managing multiple responsibilities in a fast-paced small business environment. Previous bookkeeping and administrative experience is required, along with proficiency in QuickBooks and general office systems. This position works closely with and reports directly to the Finance Manager to support daily operational and financial needs.

We are looking for someone who is adaptable, highly organized, and able to work independently while maintaining a high level of accuracy, professionalism, and accountability.

Responsibilities

• Perform daily bookkeeping activities using QuickBooks Desktop
• Enter bills and maintain accurate financial records
• Receive, record, and apply customer payments
• Process and track vendor payments
• Manage inventory records, including tracking inventory levels, receipts, usage, and adjustments
• Maintain accurate inventory data within QuickBooks, including item setup, stock quantities, and inventory transactions
• Assist with inventory purchasing, vendor coordination, reorder tracking, and monitoring of stock availability 
• Support inventory reporting and provide visibility into inventory status, usage, and discrepancies
• Monitor and follow up on outstanding balances and past-due accounts
• Maintain customer and account information within QuickBooks and Zoho CRM
• Assist Project Managers with administrative, billing, and project-related support tasks
• Maintain organized digital and physical filing systems
• Provide general administrative and office support as needed
• Communicate professionally with customers and vendors regarding billing and account status
• Support daily operational and administrative activities as assigned
• Handle confidential financial and business information with discretion
• Maintain a high level of accuracy, organization, and attention to detail in all work performed

Qualifications

• Previous bookkeeping, billing, or administrative support experience required
• Proficiency in QuickBooks is required
• Prior Inventory Management experience preferred
• Previous CRM experience required ; experience with Zoho CRM preferred
• Strong organizational, communication, and time management skills
• Highly detail-oriented with a strong focus on accuracy and follow-through
• Ability to manage multiple tasks, priorities, and deadlines in a fast-paced environment
• Proficiency in Microsoft Office, including Excel, and general computer systems
• Ability to work independently while maintaining professionalism and accountability
• Strong problem-solving skills and ability to handle sensitive information with discretion

Physical Requirements

• Ability to sit, stand, walk, bend, and move throughout the office as needed
• Ability to lift and carry office materials and packages up to 20 pounds on an occasional basis
• Ability to work at a computer and use standard office equipment for extended periods of time
• Manual dexterity required for filing, paperwork, typing, and data entry tasks
• Ability to communicate clearly and professionally in person, by phone, and through email
• Ability to maintain focus, accuracy, and attention to detail in a fast-paced office environment

Position Details

• Part-time position: 25 hours per week
• Monday–Friday daytime schedule
• Position is fully onsite and based in Warren, Rhode Island