WHAT DOES AN ADMINISTRATIVE ASSISTANT BOOKKEEPER DO?
Updated: May 21, 2026. The Administrative Assistant and Bookkeeper manages accounts payable and receivable, financial reporting, payroll preparation, vendor coordination, HR administration, scheduling, and office operations to support efficient business performance. This role includes bookkeeping, bank reconciliation, data entry, contract management, event logistics, tenant and vendor relations, and CRM administration using platforms such as Salesforce, QuickBooks Online, ClickTime, and Click ’n’ Pledge. The position also maintains accurate financial records, ensures operational compliance, supports property and office management, and improves organizational workflow across administrative and accounting functions.
Key Responsibilities of an Administrative Assistant and Bookkeeper
1. Administrative Assistant and Bookkeeper Duties
- System Configuration: Configure user permissions and system access.
- Data Entry: Take responsibility for all aspects of data entry.
- Financial Procedures: Draft basic financial procedures, follow financial procedures, and improve financial procedures.
- Financial Auditing: Audit and spot-check adherence to financial procedures.
- HR Administration: Manage HR paperwork, time tracking, background checks, onboarding of new employees, and contractor hiring.
- IT Support: Manage usernames, passwords, security permissions, and administer basic software licenses.
- Communications Support: Provide general communications support, including company emails.
- Scheduling: Provide scheduling support, including meeting scheduling and CEO scheduling.
- Office Management: Manage office supplies, equipment, and expenses.
- Real Estate Support: Assist with real estate search and management, including sourcing additional office space.
- Gift Management: Manage holiday gift purchases, distribution lists, and payments.
2. Administrative Assistant and Bookkeeper Details
- Accounts Management: Track and process accounts payable and receivable.
- Expense Recording: Record and update expenses.
- Vendor Management: Track vendor accounts and contacts, and update vendors on payment status.
- Financial Reporting: Prepare deposit, expense, and petty cash reports.
- Reimbursement Processing: Process expense reimbursements.
- Donation Tracking: Record and monitor checks, ACH deposits, and donor gifts.
- Data Entry: Enter and manage data, including accurately entering data into corresponding fields in multiple databases.
- Data Quality Assurance: Perform quality assurance activities related to the accuracy and completeness of data stored in electronic case records, and identify and correct data entry errors using appropriate quality control methods.
3. Administrative Assistant and Bookkeeper Responsibilities
- Transaction Recording: Record transactions, such as income and expenses, and post them to various accounts.
- Reconciliation: Reconcile credit card charges and invoices.
- Receivables Management: Enter and reconcile credit card charges, invoices, annual conference receivables, and fee-for-service training receivables.
- HR Support: Support human resource activities.
- Contract and CRM Management: Maintain contract files and manage Salesforce data.
- Event Support: Support event planning and logistics.
- Cash Management: Enter cash receipts and cash disbursements.
- Accounts Processing: Enter accounts receivable and accounts payable.
- Estimate Assistance: Assist with creating estimates for fee-for-service activities.
- Audit Support: Assist the Director of Finance and Operations with document uploads for the annual audit.
- Fee-for-Service Reconciliation: Enter and reconcile fee-for-service transactions.
4. Administrative Assistant and Bookkeeper Accountabilities
- Accounts Payable: Post and pay invoices, and reconcile vendor statements.
- Accounts Receivable: Generate invoices, maintain AR lists, and prepare statements.
- Rent Posting: Post rents received and prepare bank deposits.
- Bank Reconciliation: Take responsibility for bank reconciliation.
- Lease Management: Manage lease terms, update contact information, and process rent increases.
- Vendor Coordination: Coordinate quotes and deliveries for appliances, technicians, and subcontractors.
- Property Operations Support: Assist the Property Manager with all on-site operations.
- Relationship Management: Build and maintain positive relationships with tenants, vendors, and contractors.
- Training Coordination: Coordinate with the project lead to organize training and administrative procedures.
5. Administrative Assistant and Bookkeeper Functions
- Event Correspondence: Provide pre- and post-event correspondence with registrants.
- Registration Management: Manage registrations in Salesforce and QuickBooks Online.
- Registrant Support: Contact registrants to reconcile issues or changes.
- Event Logistics: Support conference, training, and other event planning and logistics.
- On-site Support: Provide on-site administrative and logistics support at the annual conference.
- Form Maintenance: Update and maintain forms for personnel files.
- Timesheet Management: Maintain records in timesheet software, including ClickTime.
- Payroll Preparation: Prepare payroll for the external payroll company.
- Contract Management: Maintain and organize contract records.
- Contract Execution Support: Support the execution of contracts.
- Payment Processing: Process payments through Salesforce Click ’n’ Pledge registration forms.
- Data Maintenance: Update records, carry out data entry tasks, and merge duplicate records.
Editorial Process and Content Quality
This content is developed by the Lamwork Editorial Team using structured analysis of real-world job data, skill requirements, and hiring patterns.
Research framework by Lam Nguyen, Founder & Editorial Lead.
Reviewed by Thanh Huyen, Managing Editor.
Learn more about our editorial standards.