Bookkeeping Administrative Assistant

Job Description:

The AI-Driven Bookkeeping Administrative Assistant ensures the accuracy, integrity, and oversight of a highly automated finance environment. More than 90 percent of the daily bookkeeping workflow is automated through AI tools, automations, and system integrations.

Your primary role is to audit, validate, resolve exceptions, maintain process knowledge, and ensure the financial systems run cleanly. You will review the automation output, correct errors, escalate issues, maintain documentation, and support basic accounting tasks that still require human judgment. This role is ideal for someone who understands bookkeeping, enjoys working with automation, and thrives in a structured, tech-enabled environment.

• Review automated entries (vendor bills, credit card charges, bank feeds) and audit for accuracy, coding validity, and consistency with chart of accounts.
• Monitor AI bookkeeping workflows for failures, duplicates, miscoding, and missing documentation.
• Validate automation-generated A/R and A/P entries before approval.
• Troubleshoot exceptions where the AI cannot classify transactions or documentation is incomplete.
• Ensure that financial automations run daily without backlog or errors.

• Reconcile bank accounts, credit cards, and payment processors with automation support; resolve discrepancies requiring human judgment.
• Audit AI-generated financial reports, aging summaries, and cash‑flow snapshots for accuracy.
• Maintain audit‑ready digital financial files and ensure source documents are correctly linked.
• Approve or escalaté automated vendor payments, recurring bills, and reimbursement workflows.
• Review customer invoice drafts and collection reminders generated by automation; ensure tone, accuracy, and timing.
• Support weekly payroll tasks by reviewing automation output and confirming accuracy.
• Maintain the internal financial knowledge base and SOP library used to train AI and future staff.

• Oversee completion of automated month‑end checklists; perform light manual tasks not handled by automation.
• Assist with AI-generated journal entry reviews, closing tasks, and variance checks.
• Prepare clean documentation for CPAs, controllers, or external partners. Support the finance and operations team with structured tasks, document management, and compliance tracking.
• Maintain confidentiality of all financial and employee information.
• Provide general administrative coordination as needed.

• 3–7+ years of bookkeeping, accounting support, or finance operations experience.
• Strong understanding of bookkeeping fundamentals, reconciliations, and internal controls.
• Experience with Quick Books Online, Excel/Sheets, and modern automation tools (Zapier, AI workflows, OCR systems, etc.).