Virtual Assistant – Bookkeeping & Accounts Payable

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TYPE OF WORK

Part Time

SALARY

5/hour

HOURS PER WEEK

5

DATE UPDATED

Sep 5, 2026

JOB OVERVIEW

Schedule
Flexible. Need to complete task which should take 10-20 hours per month.

About the Role
We are seeking a detail-oriented and reliable Virtual Assistant to support our bookkeeping and accounts payable operations for our Short Term Rental Property Management Company in the Smoky Mountains TN called Elevated Hosting. We are looking for someone specifically who has at least 2 years of experience working with a Short Term Rental Management company, VR Platform, and Quickbooks. If you have worked with Keystone Bookkeepers that is a huge plus.
This role is critical to keeping our financial records accurate, budgets monitored, and owner statements reliable.
You will work closely with us to ensure expenses are properly documented, categorized, and tracked.
This position is ideal for someone who is organized, proactive, and comfortable working in accounting systems with minimal supervision.

Key Responsibilities
Budget & Expense Tracking (30)
● Review budget vs. actuals for Elevated Hosting on a regular basis
● Identify variances, unusual spending, or inconsistencies and flag them for review
Expense Categorizing (30)
● Follow up with internal team members that didn’t input
● Identify variances, unusual spending, or inconsistencies and flag them for review


Track Onboarding expenses and revenue (90)
● Track onboarding expenses for new properties to ensure costs are complete, accurate, and properly categorized. And ensure they’re profitable at least by 10%.
● Invoicing clients
Owner Statement Review (30)
● Review owner statements for accuracy and completeness
● Identify and flag discrepancies, missing charges, or misclassifications
● Collaborate with internal stakeholders to resolve issues before statements are finalized
● Ensure statements are clean and have consistent nomenclature across all properties (For example - Supplies - Consumables. Or Supplies - New Trash Can.
Transaction Categorization (30)
● Accurately categorize transactions. Including splitting transactions by property or receipt pulling and filing in the Quickbooks operating account (e.g. Amazon, Instacart, Pricelabs, and other tech fee expenses)
● Ensure expenses and payments are coded consistently and correctly
● Follow up with internal team members that didn’t input correct property or category on a daily basis
● Maintain clean books by resolving uncategorized items promptly
● Track reimbursements
Cross-Team Collaboration (30)
● Work closely with us to obtain context for charges, repairs, and supplies
● Ask clarifying questions when needed to ensure accurate financial records
● Maintain a collaborative, team-first mindset

Create Scorecard and Own Reporting on Data Points Below (60)
● Monthly
○ Net Operating Income %
○ Revenue Growth MoM and YoY and %
○ Payroll % of Income
○ Customer Acquisitions Costs
○ Life Time Value
○ EBITDA per Property
○ Gross Rents Per Property
○ Sales / Marketing Spend %
○ Software Spend %
Vendor 1099’s and W9 Collection (90)
● Own 1099 Process
○ Own 1099 Process and ensure all Vendors Contact information and W9 is up to date and accurate on a monthly basis in Quickbooks so that 1099 Season is a breeze.
■ Reach out to vendors to collect information if not already given
Ad-Hoc reporting (60)
● Be able to work with business owner to run Ad-hoc reports
● Be forward thinking in using ChatGPT and other AI tools to analyze data quicker
● Create custom GPT’s using ChatGPT based on data analyzed by ChatGPT

Occupancy Tax (90)
● Pay out local jurisdictions in Tennessee occupancy tax.


Required Skills & Qualifications
● You MUST have a growth mindset and be willing to grow your skillset.
● Prior experience in bookkeeping, accounts payable, or accounting support
● Strong attention to detail and accuracy
● Comfortable working with accounting software (QuickBooks or similar preferred)
● Ability to manage recurring daily tasks and deadlines independently
● Clear written communication and responsiveness during business hours
● Strong organizational and time-management skills
● Experience working as a Virtual Assistant or remote accounting support for Short Term Rentals
Preferred Qualifications
● Experience working as a Virtual Assistant or remote accounting support for Short Term Rentals
● Familiarity with property management, hospitality, or short-term rental businesses
● Worked with VRPlatform
● Worked with TopKey
● Worked with Quickbooks
● Experience reviewing budgets, financial statements, or owner reports
What Success Looks Like
● Budget vs. actual variances are clearly tracked and communicated to business owner
● Onboarding expenses are fully captured and easy to audit
● Books remain clean with Zero uncategorized transactions on a weekly basis
● Owner statements are accurate and require minimal corrections and completed by the 10th of each month
● Strong communication and collaboration with the Guest Services team
Compensation
$5 USD per hour projected 20 hours per month of work with expectation for this to scale to 40 hours per month by the end of 2027.

Cadence of Tasks

● Access to key tools (VRplatform, gmail, WhatsApp for communication, Notion with passwords to softwares to pull receipts, Amazon, Instacart, etc.)
● Budget vs actual scorecard
● Weekly
○ Ensure all transactions are categorized and receipts match
● Monthly
○ Ensure scorecard is updated
○ Owner statement checklist
○ Occupancy taxes
● Quarterly
○ Ensure all Vendors W9 information is correct
● Annually
○ 1099 Process

First Month Onboarding
● Weeks 1-2 Onboarding (Extra 10 hours to learn)
○ Access to Key tools
■ (VRplatform, Gmail, notion, amazon, instacart, quickbooks, bank accounts)
○ Quickbooks
■ Familiarize yourself with chart of accounts
○ Hospitable
■ Familiarize yourself with the properties
○ Notion
■ Fill out New onboarding Form
■ Familiarize yourself with Knowledge Hub
■ Familiarize yourself with listing master pages
○ VR Platform
■ Shadow owner report review process

SKILL REQUIREMENT
Quickbooks Bookkeeping Online Bookkeeping
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