Office Administrator, Bookkeeper & Inventory Coordinator
only qualified candidate needs to apply
Position Summary
We are seeking a reliable, organized, and computer-proficient individual to manage daily office administration, bookkeeping support, inventory coordination, payroll processing, email communications, and website product updates.
The ideal candidate must have strong English communication skills, excellent attention to detail, and the ability to work independently while coordinating with management and other team members in the United States.
Work Schedule
- Six days per week
- 9:00 a.m. to 6:00 p.m. U.S. Eastern Time
- The candidate must be consistently available during these hours
- Some flexibility may be required based on business needs, payroll deadlines, inventory deliveries, or urgent office matters
Primary Responsibilities
Bookkeeping and Financial Administration
- Record and organize daily business transactions
- Enter invoices, bills, payments, expenses, and deposits into the bookkeeping system
- Maintain accurate financial records and supporting documentation
- Review vendor statements and identify missing invoices or payment discrepancies
- Assist with bank and credit card reconciliations
- Organize receipts, invoices, purchase orders, and other accounting documents
- Prepare basic financial, expense, and payment reports for management
- Coordinate with the company’s accountant or bookkeeper when necessary
- Maintain confidentiality of all financial and business information
Payroll Processing
- Review employee timecards, attendance records, paid time off, and payroll information
- Verify employee hours before payroll is submitted
- Process payroll accurately and on time
- Track payroll corrections, reimbursements, bonuses, deductions, and employee updates
- Maintain organized payroll records
- Communicate professionally with employees and management regarding payroll questions or discrepancies
Inventory Management
- Enter and update inventory information in company systems
- Review purchase orders, vendor invoices, received products, quantities, and costs
- Monitor inventory levels and identify low-stock, missing, damaged, or slow-moving products
- Assist with inventory counts, reconciliations, and discrepancy investigations
- Maintain accurate product names, descriptions, categories, pricing, costs, barcodes, and vendor information
- Coordinate with store employees, managers, and vendors regarding inventory issues
- Prepare inventory and product reports for management
- Follow company procedures for receiving, transferring, adjusting, and tracking inventory
Email and Office Coordination
- Monitor, organize, and respond to company emails professionally
- Communicate with vendors, employees, managers, accountants, payroll providers, and other business contacts
- Follow up on pending invoices, deliveries, payments, documents, and requests
- Prepare professional emails, notices, spreadsheets, reports, and business documents
- Maintain organized digital folders and company records
- Track deadlines, appointments, renewals, payments, and important business tasks
- Inform management promptly about urgent matters or unresolved problems
Website and Product Management
- Upload product photos to the company website
- Add and update product names, descriptions, categories, pricing, sizes, and other product information
- Crop, resize, rename, and organize product photos when necessary
- Ensure product listings are accurate, professional, and free of spelling or pricing errors
- Remove discontinued or unavailable products when instructed
- Compare website information with the company’s inventory or point-of-sale system
- Report incorrect pricing, missing photos, duplicate products, and inventory discrepancies
- Assist with basic website content updates and online product organization
Required Qualifications
- Strong written and spoken English communication skills
- Excellent computer and internet skills
- Experience using email, Microsoft Excel, Microsoft Word, Google Sheets, and Google Drive or certification in Microsoft excel
- Basic bookkeeping or accounting knowledge
- Experience with payroll processing or employee timekeeping systems
- Experience with inventory management, product data entry, or online product listings
- Ability to learn new software and business systems quickly
- Strong attention to detail and accuracy
- Ability to manage multiple responsibilities and meet deadlines
- Ability to work independently with limited supervision
- Reliable internet connection, computer, and professional work environment
- Must be trustworthy and able to handle confidential business, employee, payroll, and financial information
- Must be available from 9:00 a.m. to 6:00 p.m. U.S. Eastern Time, six days per week
Preferred Qualifications
- Previous experience as an office administrator, bookkeeper, payroll coordinator, inventory assistant, or e-commerce assistant
- Experience with QuickBooks or similar bookkeeping software
- Experience with payroll platforms and employee scheduling systems
- Experience working with retail, liquor, cannabis, convenience store, or e-commerce businesses
- Basic photo editing and image-resizing experience
- Experience communicating with U.S.-based businesses, vendors, and employees
Skills and Personal Qualities
- Honest, dependable, and responsible
- Professional and respectful communication
- Strong organizational and problem-solving abilities
- Able to follow instructions carefully
- Comfortable asking questions when information is incomplete
- Able to identify and report errors before they create larger problems
- Able to prioritize urgent tasks and complete routine work consistently
- Willing to learn and accept feedback
Performance Expectations
The employee will be expected to:
- Complete assigned work accurately and within required deadlines
- Respond to emails and management communications promptly during working hours
- Maintain accurate bookkeeping, payroll, inventory, and product records
- Protect confidential company and employee information
- Keep management informed about discrepancies, delays, or unresolved matters
- Maintain professional conduct and dependable attendance
Pay: ₹15,000.00 - ₹23,000.00 per month
Benefits:
Work Location: Remote
