Part-Time Business Operations Assistant

Description

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

Requirements

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