Bookkeeping & Administrative Support Virtual Assistant

Job description

About this role

Selected independent contractors may be matched with one or more clients depending on skillset and availability. The role involves a combination of financial recordkeeping, accounting support, and general administrative assistance. All work will be performed remotely and must follow client-specific SOPs, workflows, and service expectations. Contractors are expected to maintain accuracy, confidentiality, and consistency in all assigned tasks. The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Responsibilities

• Record daily financial transactions, including sales, purchases, receipts, and payments.
• Facilitate all bookkeeping and accounting functions within QuickBooks, ensuring financial records remain accurate and up to date.
• Manage Accounts Payable (A/P), including processing vendor bills, supplier payments, and employee expense reimbursements.
• Manage Accounts Receivable (A/R), including issuing invoices, tracking payments, and following up on overdue accounts.
• Perform monthly bank and credit card reconciliations.
• Track business expenses and ensure accurate categorization.
• Maintain the general ledger accurately and consistently.
• Track Virtual Assistant (VA) work hours and timesheets within QuickBooks to support payroll processing.
• Assist with payroll preparation and related bookkeeping activities.
• Manage and maintain the client's QuickBooks Tax Portal, ensuring documentation is organized and readily available for tax preparation.
• Generate standard financial reports, including Profit & Loss, Balance Sheet, and Cash Flow statements for management review.
• Support accountants during audits, tax preparation, and financial reporting activities.
• Generate standard financial reports, including Profit & Loss, Balance Sheet, and Cash Flow statements for management review.
• Support accountants during audits, tax preparation, and financial reporting activities.
• Serve as the primary coordinator for administrative operations, ensuring administrative processes are executed efficiently and consistently.
• Monitor compliance with company policies, administrative procedures, and operational workflows, ensuring timely execution of assigned tasks.
• Manage executive emails, correspondence, calendars, and scheduling.

Qualifications and requirements

• Proven experience as a Bookkeeper, Admin Assistant, or Virtual Assistant (at least 2+ years).
• Proficiency in bookkeeping software (QuickBooks, Xero, or similar).
• Strong understanding of accounting principles and financial reporting.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Proficiency in MS Office Suite (Excel, Word, PowerPoint) and Google Workspace.
• Ability to work independently with minimal supervision.
• High attention to detail and accuracy.