Administrative Assistant : Virtustant

About the Company:

Our client is a food distribution business specializing in delivering fresh bread to restaurants. They are committed to quality and timeliness in their operations while ensuring the highest standards in customer service.

Job Description:

We are seeking a part-time Administrative Assistant with experience in QuickBooks and logistics coordination. The role includes managing financial records and overseeing the daily shipping of bread to restaurants. The ideal candidate is detail-oriented, reliable, and able to multitask across administrative and operational responsibilities.

Responsibilities:

• Perform regular bank reconciliations using QuickBooks.
• Record and categorize income and expenses accurately.
• Manage invoicing, accounts receivable/payable, and financial documentation.
• Coordinate and schedule bread deliveries to restaurants, ensuring timely departures.
• Communicate with drivers, suppliers, and restaurant contacts to confirm logistics.
• Provide general administrative support and maintain accurate records.

Required Experience and Qualifications:

• Minimum 1 year of experience using QuickBooks.
• Proven experience with bank reconciliations and basic accounting tasks.
• Strong organizational and communication skills.
• Experience coordinating logistics or shipments, ideally in a food-related context.
• Ability to work part-time with consistent availability during business hours.

Preferred Skills:

• Experience working with U.S.-based companies.
• Familiarity with inventory or delivery scheduling software.
• Comfort using spreadsheets (Excel or Google Sheets) for tracking.

Personality:

• Highly reliable and detail-oriented.
• Proactive and organized with strong time-management skills.
• Comfortable working independently and communicating with multiple stakeholders.
• Calm under pressure and able to handle changing logistics needs.

Software & Tools:

• QuickBooks
• Google Workspace (Gmail, Docs, Sheets)
• Delivery scheduling tools (optional but preferred)
• File-sharing platforms (e.g., Google Drive, Dropbox)

English Level:

C1

Schedule:

9-1 EST