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

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

We are looking for a reliable, detail-oriented Bookkeeper/Administrative Assistant to support our day-to-day bookkeeping and office operations.

The person in this role will enter invoices and bills into QuickBooks Desktop, apply customer payments, track outstanding balances, maintain inventory and account records, communicate with customers and vendors, and assist Project Managers with billing and administrative needs.

The ideal candidate is organized, dependable, and comfortable managing a variety of responsibilities in a fast-paced small business environment. This position reports directly to the Finance Manager.

Responsibilities

• Perform daily bookkeeping activities using QuickBooks Desktop
• Enter invoices, bills, payments, and other financial transactions
• Receive, record, and apply customer payments
• Process and track vendor payments
• Monitor outstanding balances and follow up on past-due accounts
• Maintain accurate customer, vendor, and account information in QuickBooks and Zoho CRM
• Track inventory levels, receipts, usage, and adjustments
• Maintain inventory items, quantities, and transactions in QuickBooks
• Assist with purchasing, vendor coordination, reorder tracking, and stock availability
• Identify and help resolve inventory discrepancies
• Support Project Managers with billing, project documentation, and administrative tasks
• Maintain organized digital and physical filing systems
• Communicate professionally with customers and vendors regarding billing and account matters
• Provide general administrative and office support as needed
• Handle confidential financial and business information with discretion
• Maintain accuracy, organization, and follow-through in all work performed

Qualifications

• Previous bookkeeping, billing, and administrative support experience required
• Proficiency in QuickBooks required; QuickBooks Desktop experience strongly preferred
• Previous CRM experience required; Zoho CRM experience preferred
• Inventory management experience preferred
• Proficiency in Microsoft Office, including Excel
• Strong organizational, communication, and time-management skills
• Excellent attention to detail and follow-through
• Ability to manage multiple priorities and deadlines
• Ability to work independently and take ownership of responsibilities
• Strong problem-solving skills and professional judgment
• Ability to handle confidential information appropriately

Physical Requirements

• Ability to sit, stand, walk, bend, and move throughout the office as needed
• Ability to occasionally lift and carry office materials or packages weighing up to 20 pounds
• Ability to work at a computer and use standard office equipment for extended periods
• Manual dexterity for typing, filing, paperwork, and data entry
• Ability to communicate clearly and professionally in person, by phone, and through email

Position Details

• Part-time position: 25-30 hours per week
• Monday through Friday daytime schedule
• Fully onsite in Warren, Rhode Island