Job Summary We are seeking an organized, detail-oriented, and proactive Personal Assistant to support daily administrative operations, handle light bookkeeping, and manage financial records. In this role, you will be key to keeping our financial records streamlined for tax season—properly identifying, categorizing, and filing essential tax documents, receipts, and expense records so they are organized and ready to forward to our CPA/accountant. Additionally, you will assist our Accounts Receivable department with client invoicing, payment tracking, and basic account follow-ups to maintain smooth cash flow operations. Key Responsibilities1.

Tax Preparation, Filing & Expense Management Expense Tracking:

Review, digitize, log, and organize receipts, invoices, and business expenses on a regular basis.

Tax Document Organization:

Identify and classify tax-related documents (e.g., 1099s, W-2s, quarterly tax statements, asset purchases, bank statements).

Filing System Management:

Maintain a clean, secure physical and digital filing structure so all financial documentation is easily accessible for accountant review.

Accountant Liaison:

Serve as the primary point of contact for gathering and forwarding requested documents, statements, and reports to our external CPA/accountant. 2. Bookkeeping & Accounts Receivable (AR)

Support Bookkeeping Maintenance:

Assist with entry-level transaction logging and account reconciliation in our bookkeeping software (e.g., QuickBooks / Xero).

Invoicing & Billing:

Generate and issue accurate client invoices promptly according to contract terms.

Payment Tracking & Follow-ups:

Monitor incoming payments, track overdue accounts, and send polite, professional collection follow-ups to clients.

AR Reporting:

Help prepare weekly or monthly AR aging reports to summarize outstanding balances. 3. General Personal & Administrative Assistance Manage executive calendars, schedule appointments, and organize meetings. Handle incoming emails, physical mail, and incoming calls. Manage travel arrangements, vendor communications, and office supplies. Execute miscellaneous administrative tasks and special projects as needed.

Qualifications & Requirements Experience:

1-3 years of experience as a Personal Assistant, Administrative Assistant, or Junior Bookkeeper.

Financial Literacy:

Fundamental understanding of basic accounting/bookkeeping principles and standard tax documentation (knowing what constitutes a valid business deduction/receipt).

Accounts Receivable Knowledge:

Experience with client invoicing, payment tracking, and basic collection procedures.

Software Skills:

Proficiency with accounting software (e.g., QuickBooks Online, Xero, or FreshBooks). Familiarity with cloud storage and file management (Google Workspace, Microsoft OneDrive, Dropbox). Proficiency in Microsoft Excel / Google Sheets and word processing programs.

Key Soft Skills:

Exceptional organizational skills and high attention to detail. Absolute discretion and confidentiality regarding sensitive financial data. Strong written and verbal communication skills.

Schedule & Compensation Pay:

$20.00

•$22.00 per hour /

Depends On Exp Schedule:

Monday through

Friday Hours:

8:00 AM

•4:00

PM Location:

Santa Fe Springs Join our team as a Personal Assistant where your organizational expertise will empower our leadership team to achieve their goals! We value dedicated professionals eager to contribute their skills in a vibrant environment that promotes growth, collaboration, and excellence.

Pay:

$20.00

•$22.00 per hour Expected hours: 40.0 per week

Work Location:

In person