Accounting And Administrative Assistant

About Telostaff:

We help companies and people be the best version of themselves.

Telostaff is a premier staffing agency specializing in connecting small and emerging U.S.-based businesses with talented, fully-remote professionals from the Philippines. Our mission is to foster growth and innovation by providing dynamic companies with the support they need to thrive. Unlike traditional BPO giants, we partner with agile, newer enterprises that offer a vibrant, collaborative, and fun work environment, free from rigid corporate structures. If you are looking to join a forward-thinking organization that values creativity and teamwork, consider applying today!

Job Summary

We are seeking an Accounting and Administrative Assistant to support day-to-day accounting processing and internal operations tasks that require strong attention to detail and consistent follow-through. This role focuses primarily on high-volume, accuracy-sensitive accounting support (AP, AR, reconciliations, and data cleanup), while also maintaining key administrative and systems workflows that keep the team organized.

This position is best suited for someone who is comfortable working from defined processes, can manage a steady queue of transactional work, and communicates clearly when something is missing or doesn’t match. The role works closely with the Controller and internal team members who provide direction, coding guidance, and approval paths.

Duties and Responsibilities

• Accounts Payable Support
• Enter Accounts Payable invoices with high accuracy (invoice number, vendor, due date, amount, memo, and required data fields)
• Organize incoming invoices from email and PDFs; rename/store consistently and prepare documents for upload
• Reference historical invoices to apply consistent coding and identify expected patterns
• Note discrepancies or missing information and route questions to internal staff for resolution
• Download invoices from the accounting system when internal team members need historical documentation
• Accounts Receivable Support
• Review AR invoice requests for missing customer information and follow up internally to obtain required details
• Create AR invoices using provided coding and required fields; send invoices through the accounting system to the correct recipient
• Maintain organized records of sent invoices and supporting documentation as needed
• Bank Reconciliations and Monthly Support
• Support bank reconciliations by checking off matching items using provided guidance
• Flag non-matching items and forward exceptions to internal staff (no independent research required)
• Print/export reconciliation and accounting reports to PDF when needed for review or filing
• Reporting and Research Support
• Pull historical data reports as requested by the Controller or team members
• Clean up report outputs in Excel (formatting, standardizing columns, removing duplicates, preparing summaries)
• Assist with basic research tasks and documentation gathering to support accounting questions or internal requests
• Data Cleanup and Special Projects
• Support project-based data cleanup (e.g., reviewing duplicate vendors, compiling lists of inactive GL accounts)
• Close “jobs” in internal systems when specific criteria has been met and the workflow is ready to be completed
• Maintain organized digital records so information can be quickly retrieved during audits or internal reviews
• Systems and Administrative Support
• Maintain up-to-date and confidential employee records, rosters, and team member profiles in the CRM (Salesforce)
• Create and manage user accounts for platforms such as Google Workspace, Microsoft, Adobe, Dropbox, Salesforce, and Trainual
• Perform monthly audits of software subscriptions by cross-referencing billing, active accounts, and the active team roster
• Support data entry, updates, and reporting within the CRM system to ensure operational accuracy
• Assist with implementing and maintaining HR policies, training initiatives, and compliance tracking
• Organize digital and physical records, track deadlines, and support ongoing administrative tasks to enhance workflow efficiency

Required Skills and Abilities

• 2+ years of experience in accounting support, accounts payable/receivable, bookkeeping assistance, or transactional finance operations
• Strong attention to detail and accuracy in data entry (invoice fields, dates, amounts, coding, and document control)
• Ability to follow established processes and maintain consistency across high-volume tasks
• Proficiency in Excel (filters, sorting, cleanup, formatting, basic report preparation)
• Comfort working with PDFs and document workflows (saving, organizing, exporting/printing to PDF)
• Clear written communication for internal follow-ups when information is missing, unclear, or doesn’t match
• Ability to handle sensitive information with professionalism and confidentiality
• Ability to work U.S. hours, with flexibility once independently working in the role dependent on client preferences

Preferred Qualifications

• Familiarity with accounting systems such as Premier Construction Software, AgWare, or QuickBooks (training provided for internal tools)
• Experience supporting reconciliations and monthly close checklists in a structured environment
• Prior exposure to CRM administration or maintaining employee/system rosters (Salesforce experience a plus)

Telostaff Core Values and Benefits:

Together we…

• Focus On People: We consistently demonstrate care, love, dignity, and respect in all interactions, fostering deep connections and understanding.
• Embrace a Growth Mindset: We nurture curiosity, foster self-improvement, and approach challenges with a problem-solving and solution-oriented attitude, unlocking endless possibilities for personal and professional development.
• Pursue Excellence: We deliver exceptional customer service, maintain an unwavering commitment to quality, and continuously innovate to exceed expectations and set new standards of achievement.
• Operate Proactively: We take responsibility for actions, ensure tasks are completed efficiently, foster clear communication, and embrace gratitude as a guiding principle, embodying a culture of accountability and appreciation.

Benefits:

• Work remotely
• Internet Stipend
• Company IT equipment (laptop, monitor, etc.)
• 12 PTO Days + 12 Holidays annually
• 13th month pay
• Scheduled salary adjustment after six months, 1 year, and each year after

Job Type: Full-time

Pay: Php35,000.00 - Php40,000.00 per month

Benefits:

• Additional leave
• Company Christmas gift
• Company events
• Flexible schedule
• Health insurance
• Opportunities for promotion
• Pay raise
• Work from home

Education:

• Bachelor's (Required)

Experience:

• Administrative Support: 2 years (Required)
• Accounting Support: 2 years (Preferred)

Language:

• English (Required)

Work Location: Remote