Position summary

We are a small HR technology consulting firm. We are looking for a part-time Business Operations Assistant to keep the business side of our firm running smoothly.

You will support several areas of the business: paying bills and sending invoices, keeping QuickBooks current, tracking business results, helping with marketing, coordinating vendors, and keeping our shared drive and project management system organized. You will use AI tools as an everyday co-worker to draft, summarize, organize and automate work, and you will look for ways to connect our office tools so tasks take less time.

This role is remote and hourly, about 2–3 days a week. Your schedule can be flexible as long as you communicate your hours in advance. It is well suited to someone looking for meaningful part-time work that fits around other commitments, such as family or school.

Key responsibilities

Accounts payable and receivable

• Enter and pay vendor bills on schedule, and track due dates

• Create and send client invoices, and follow up on past-due payments

• Record payments and match deposits to invoices

• Keep receipts, bills and payment records organized

QuickBooks and bookkeeping support

• Maintain vendor and customer records in QuickBooks

• Categorize transactions and assist with basic bank and credit card reconciliations

• Run standard QuickBooks reports, such as aging, profit and loss, and expense reports

• Prepare information for the firm’s accountant or bookkeeper as needed

Business reporting and tracking

• Maintain trackers for revenue, open invoices, project hours, renewals and key dates

• Prepare simple weekly or monthly reports and dashboards for leadership

• Flag trends, overdue items or numbers that look wrong

Marketing support

• Schedule and post social media content and update the website or listings as directed

• Help prepare marketing materials, email campaigns and event logistics

• Track simple marketing results, such as posts, leads and responses

Shared drive and project management system

• Organize and maintain the shared drive, with consistent folder structures and file names

• Keep tasks, due dates and statuses current in the project management system

• Archive old files and help control access to sensitive folders

Vendor coordination

• Serve as the day-to-day contact for vendors and service providers

• Track contracts, renewals, subscriptions and software licenses

• Gather quotes and compare options when we need a new vendor or tool

AI and process improvement

• Use AI tools as a daily co-worker to draft emails and documents, summarize information, organize data and build reports

• Connect and automate office tools, such as linking forms, spreadsheets, email, QuickBooks and the project management system, to cut manual work

• Recommend changes that save time or reduce errors, and document new processes

General administration

• Manage shared inboxes and calendars as needed

• Handle data entry, document preparation and other clerical tasks

Core competencies

Strategic   thinking

Understands how   billing, cash flow and organization affect the business; asks “why” before   “how”

Resourcefulness

Figures things   out with help centers, AI tools and online resources before asking

Problem solving

Finds the cause   of a billing, data or process issue and fixes it at the source

Learning   agility

Picks up new   software, AI tools and business processes quickly

Efficiency   mindset

Looks for   repeat tasks to automate or simplify, and recommends improvements

Ownership

Follows tasks   through to completion without being chased

Attention to   detail

Keeps invoices,   payments, records and files accurate

Judgment and   discretion

Handles   financial, client and employee information confidentially

Clear   communication

Writes clear,   professional emails and updates; communicates schedule and status in advance

Self-direction

Works   independently and remotely across several departments with a flexible   schedule

Expectations

• Schedule: 2–3 days a week, roughly 16–24 hours. Hours are flexible as long as they are shared in advance and deadlines are met.

• First 30 days: learns our QuickBooks setup, shared drive, project management system and AP/AR routine

• By 90 days: runs AP/AR and weekly reporting on their own and proposes at least one process improvement or automation

• Ongoing: keeps billing current, records accurate and files organized; responds to messages within an agreed time on working days

Required

• 2+ years of administrative, office, bookkeeping or operations experience

• QuickBooks experience, or experience in a fast-paced business role that required strong attention to detail (ideally both)

• Experience using AI tools for work, such as Claude, ChatGPT or Microsoft Copilot, to draft, summarize, organize or analyze

• Comfort learning and connecting office tools, such as Microsoft 365 or Google Workspace, project management systems and automation tools

• Strong Excel or Google Sheets skills

• Reliable home internet and a quiet workspace

Preferred

• Accounts payable and receivable experience

• Experience with automation tools such as Zapier, Make or Power Automate

• Social media or marketing support experience

• Experience at a small business or professional services firm

• Experience with project management tools such as Asana, Monday.com, ClickUp or Trello

Education

• High school diploma required; coursework or a degree in business, accounting or a related field is a plus