Here’s a clean, professional Job Description for an Administrative Assistant with Heavy QuickBooks Accounting Experience.

If you want it tailored (construction, home services, medical office, agency, etc.), just let me know.

Accounting Administrative Assistant (with Advanced QuickBooks Accounting Experience)

Overview

We are seeking a highly organized and detail-oriented Administrative Assistant with extensive experience in QuickBooks accounting to support day-to-day operations. This role combines administrative responsibilities with hands-on bookkeeping and financial support to help keep the organization running smoothly and accurately.

The ideal candidate is proactive, reliable, and comfortable managing both office coordination tasks and core accounting functions.

Key Responsibilities

Administrative Support

• Manage general office operations, including phones, scheduling, emails, and internal communications.
• Organize and maintain digital and physical filing systems.
• Assist with preparing reports, presentations, and correspondence.
• Coordinate meetings, appointments, and travel arrangements.
• Support HR tasks such as onboarding paperwork, maintaining employee records, and assisting with payroll preparation.
• Monitor office supplies and interface with vendors as needed.

QuickBooks & Accounting Responsibilities

• Manage accounts payable and accounts receivable in QuickBooks.
• Enter, categorize, and reconcile daily, weekly, and monthly transactions.
• Prepare customer invoices, vendor bills, statements, and payment records.
• Reconcile bank accounts, credit cards, loans, and other financial accounts.
• Process payments, track expenses, and maintain accurate financial records.
• Assist with monthly closing activities and provide financial reports to management.
• Maintain vendor and customer records, W-9s, 1099 tracking, and support year-end tax preparations.
• Work closely with the CPA or accounting team to ensure compliance and accuracy.

Operational & Support Duties

• Support internal departments with financial documentation and reporting needs.
• Maintain organized workflows for billing, job costing, and expense tracking (as applicable).
• Assist with compliance documentation, licensing renewals, insurance certificates, and contract paperwork.
• Problem-solve discrepancies between purchase orders, invoices, and payments.

Qualifications

• 3–5+ years of experience as an Administrative Assistant, Office Manager, or Bookkeeper.
• Advanced proficiency in QuickBooks (Online or Desktop) — must be able to work independently within the software.
• Strong understanding of basic accounting principles.
• Excellent organizational skills and attention to detail.
• Proficient in Microsoft Office (Excel, Word, Outlook) and/or Google Workspace.
• Strong communication skills, both written and verbal.
• Ability to multitask, prioritize, and manage time effectively.
• Experience handling confidential and sensitive financial information.

Preferred Experience (Nice to Have)

• Experience in home improvement, construction, trades, service businesses, or project-based industries.
• Familiarity with job costing, project billing, or field service management software.
• Experience with payroll processing or assisting a payroll provider.
• Knowledge of CRM or project management systems.

Success Looks Like

• Accurate and timely financial entries and reconciliations.
• Organized workflows and reduced administrative bottlenecks.
• Smooth office operations with clear communication across departments.
• Reliable support for management and accounting, contributing to an efficient, well-run business.