• Manage and maintain electronic medical records and client documentation. • Collect, organize, upload, and maintain required client documents (Social Security cards, driver's licenses, and other required records). • Ensure all records remain accurate, complete, and properly organized within internal systems. • Perform accurate data entry and maintain documentation integrity. • Process Medicaid billing using standardized templates and established weekly billing workflows. • Review billing documentation for completeness and accuracy. • Assist in maintaining organized billing records and supporting billing compliance. • Maintain compliance documentation for both staff and clients. • Ensure regulatory documentation remains accurate, current, and audit-ready. • Monitor documentation requirements and proactively identify missing or outdated records. • Assist with compliance-related administrative processes as the organization continues to grow. • Answer incoming phone calls and assist clients with documentation requests. • Manage email correspondence and general administrative communications. • Assist with scheduling and day-to-day administrative operations. • Order office supplies and support general office coordination. • Create and schedule social media content. • Design brochures, flyers, newsletters, and other marketing materials. • Update website information, including address changes and general content updates. • Support client communications and community engagement initiatives.

• Coordinate day-to-day administrative operations and workflow • Communicate with clients regarding documentation, deadlines, and follow-up items • Organize and maintain digital client files and records • Track client deliverables, invoices, and administrative tasks • Support client onboarding and engagement documentation • Manage shared inboxes and prioritize incoming requests • Help improve administrative processes and workflows • Provide general administrative support wherever needed

Role Description At Pavago, one of our clients is hiring an Admin Assistant to support the financial and operational backbone of a growing, service-driven business. This is not a traditional administrative role. You’ll play a key role in maintaining accurate financial records, supporting bookkeeping and payroll, managing inventory, coordinating vendors, and keeping day-to-day operations organized and running smoothly. You’ll work across: - Bookkeeping - Inventory management - Vendor coordination - Payroll support - Financial documentation - Operational reporting If you’re detail-oriented, organized, and enjoy creating structure through systems and processes, this role is built for you. Qualifications - 2+ years of experience in bookkeeping, accounting support, financial administration, and administrative operations. - Hands-on experience with inventory management and vendor coordination. - Proficiency with QuickBooks, Square, and similar accounting or payment platforms. - Advanced Microsoft Excel or Google Sheets skills. - Strong written and verbal English communication. - Excellent organizational and time-management abilities. - Ability to work independently in a remote environment. Requirements - Experience supporting small businesses, creative agencies, or service-based companies. - Familiarity with U.S. bookkeeping practices, small business tax documentation, payroll processing, and vendor contract management. - Experience with inventory management software. - Experience creating SOPs and operational documentation. - Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred. - Bookkeeping or accounting certifications are a plus. Benefits - Blend of finance, operations, and administrative ownership. - Direct impact on the company’s operational efficiency. - Opportunity to improve systems and processes. - Fully remote environment with long-term growth potential. - Exposure to multiple areas of business operations. - Clear career progression into Operations Coordinator, Office Manager, Accounting Coordinator, or Operations Manager. Interview Process - Application Review - Spark Hire Intro Video (3–5 minutes) - Recruiter Interview - Practical Assessment (Bookkeeping or Inventory Management Scenario) - Final Client Interview - Offer & Background Verification What Happens After You Apply Right after you apply, you’ll receive an email invitation from Spark Hire to record your Intro Video. This short, self-recorded video is the final step that completes your application and can be recorded whenever it’s convenient for you. Instead of repeating yourself across multiple screening calls, you’ll introduce yourself once, and your video will be shared with the hiring team. This helps hiring managers evaluate your communication style early, making future interviews more meaningful and reducing unnecessary interview rounds. Don’t overthink it—you can record your video as many times as you’d like before submitting it. Only your final submission will be reviewed. Please keep an eye on both your inbox and spam folder for your Spark Hire invitation after submitting your application. Apply Now If you’re an organized operations professional with strong bookkeeping skills, a passion for accuracy, and experience managing inventory and vendor relationships, we’d love to hear from you. Apply today and help build the operational foundation that keeps a growing business running smoothly.

• Manage and organize emails, calendars, and schedules • Prepare, format, and maintain documents, spreadsheets, and reports • Perform data entry and maintain accurate records • Coordinate and follow up on tasks across departments • Handle correspondence and respond to routine inquiries • Assist with basic research and administrative projects • Maintain organized digital files and folders • Provide general administrative support as needed