[Hiring] Administrative Assistant @Home Heart Florida

Role Description

You will work closely with the Office Manager, owning administrative systems and keeping the business organized, accurate, and on track.

This role is best for someone who naturally creates order, notices small inconsistencies, and takes pride in keeping everything structured, complete, and up to date — without being asked.

Key Responsibilities

• Maintain and organize records, trackers, and files
• Support bookkeeping (expenses, reconciliations, receipts)
• Track compliance requirements, deadlines, and renewals
• Assist with tax-related admin (documents, timelines, coordination)
• Maintain clean, accurate systems (nothing missing, nothing outdated)
• Ensure all trackers and records are complete, current, and audit-ready at any given time

Qualifications

• Exceptionally organized with strong attention to detail
• You double-check your own work and catch small errors early
• You keep your personal systems (tasks, files, notes) structured and current
• You take ownership — you don't wait to be reminded and proactively provide updates without being asked
• You are consistent, reliable, and follow through
• You learn quickly and adapt to new tools and processes with minimal hand-holding

Preferred Qualifications

• Experience with bookkeeping
• Familiarity with QuickBooks, Xero, or similar tools
• Exposure to tax processes
• Credentialing experience (home health or healthcare is a plus)
• Experience using Notion or a similar tool

Tools We Use

• Outlook (email & calendar)
• Microsoft Teams
• Zoom
• Google Drive & Google Suite
• Microsoft 365
• QuickBooks

You should be comfortable switching between tools and tasks quickly without losing track of details.

Technical Requirements

• Reliable computer: Intel i5 (8th gen or newer) / Apple M1 or equivalent, 8GB RAM minimum (16GB recommended for smoother performance across QuickBooks Online, Outlook, Teams, Zoom, and Google Sheets running simultaneously)
• Stable internet: minimum 25 Mbps download / 10 Mbps upload
• Backup internet or contingency plan is a plus
• Quiet, professional work environment

Compensation & Setup

• Full-time, long-term role
• Direct hire (no agency)
• Training provided
• Compensation: $1,200 USD/month
• Working hours: 8 AM–5 PM Eastern Time (we follow Miami / Florida time zone), Mon to Fri

How to Apply (Read Carefully — This Is Part of the Screening)

• Apply using the form on this page
• In the "Hidden word" question on the form, type: ANCHOR (in all caps)
• Attach your resume
• Include a 2-minute (maximum) video introducing yourself and sharing a time you kept something complex highly organized (paste the link to your video in the form)
• Answer in writing: "What system or method do you personally use to make sure tasks you manage don't fall through the cracks? Please share specific tools, workflows, or examples."
• In one sentence (maximum 20 words), describe how you usually organize your files and folders
• Confirm if you are available to work from 8AM to 5PM Eastern Time (Miami Time Zone), Mondays to Fridays

Applications that do not follow these instructions exactly will not be reviewed.