Administrative & Accounting Virtual Assistant

Schedule: 15 - 20 hours per week, with potential to increase to approximately 30 hours per week
Working Hours: Flexible, with two required meetings per week: a staff meeting every Tuesday at 11:00 AM Eastern Time, plus one additional weekly meeting scheduled between 8:30 AM and 5:00 PM Eastern Time.

Summary
We are looking for a reliable, highly organized, and detail-oriented Administrative & Accounting Virtual Assistant to support a growing company in the product certification and compliance industry.

This role will primarily focus on accounting administration, including entering financial information into QuickBooks Online, managing company bill payments, supporting accounts receivable follow-ups and invoice creation, assisting with payroll calculations, and maintaining accurate administrative and HR records.

The ideal candidate is comfortable working with financial information, highly attentive to detail, organized, trustworthy, and able to learn new systems quickly. This person should be able to work independently while maintaining clear communication with the company owner and office manager.

As the role develops, there may also be opportunities to take on additional administrative responsibilities such as inbox management, meeting coordination, workflow improvements, and other back-office functions.

Required Conditions

Please read all REQUIRED conditions below before applying.

REQUIRED: Experience with bookkeeping, accounting administration, office administration, or a similar role.
REQUIRED: Experience using QuickBooks Online (QBO) for financial data entry, transaction management, or related bookkeeping activities.
REQUIRED: Experience supporting Accounts Payable and Accounts Receivable processes.
REQUIRED: Experience processing or coordinating company bill payments, including ACH payments, online bill pay, or paper checks.
REQUIRED: Strong attention to detail when handling financial records, invoices, payments, payroll information, and administrative documentation.
REQUIRED: Strong organizational skills and the ability to maintain accurate financial and administrative records.
REQUIRED: Ability to follow established accounting and administrative procedures while identifying discrepancies or information that requires clarification.
REQUIRED: Comfortable communicating with customers or clients regarding outstanding invoices and Accounts Receivable follow-ups.
REQUIRED: Ability and willingness to learn the company's invoicing process. Invoice creation may require significant initial training.
REQUIRED: Ability to handle confidential financial, payroll, employee, and company information professionally.
REQUIRED: Strong written communication skills and ability to provide clear updates regarding completed tasks, outstanding items, and questions.

Primary Responsibilities

- Enter and maintain financial information in QuickBooks Online
- Assist with Accounts Payable and Accounts Receivable administration
- Process and coordinate company bill payments
- Pay approved bills through ACH, online bill payment systems, or paper checks
- Review bills and payment information for completeness and accuracy
- Follow up on outstanding Accounts Receivable balances
- Assist with creating and sending customer invoices after completing company training
- Maintain accurate records of invoices, payments, and outstanding balances
- Assist with payroll administration through Gusto
- Calculate and verify commission-related payroll information
- Maintain supporting payroll records and documentation
- Use ---------- or another company-designated time-tracking and workflow system
- Maintain organized digital financial and administrative records
- Assist with general office administration and recurring back-office tasks
- Maintain and organize general HR records and administrative documentation
- Review assigned tasks and clarify questions before processing financial transactions
- Communicate discrepancies, missing information, payment issues, or overdue balances to the appropriate team member
- Provide regular progress updates to the owner and office manager
- Maintain confidentiality when handling sensitive financial and employee information
- Meet assigned deadlines and maintain consistent follow-through on recurring responsibilities

Secondary Responsibilities

- Assist with reconciliation-related preparation and financial record organization
- Maintain vendor and customer records in QuickBooks Online
- Organize bills, receipts, invoices, payroll documents, and supporting financial records
- Help track outstanding invoices and scheduled payments
- Assist with maintaining internal administrative spreadsheets and reports
- Maintain organized folders and records within Microsoft Office 365
- Assist with general employee and HR record maintenance
- Update internal procedures and administrative documentation as processes evolve
- Help identify missing information, duplicate records, or administrative inconsistencies
- Support the office manager and owner with miscellaneous administrative projects
- Learn new systems and software as the company's processes evolve
- Recommend opportunities to improve administrative efficiency and organization

Preferred Experience & Skills

- Professional experience as a Bookkeeper, Accounting Assistant, Administrative Assistant, Office Administrator, or Finance Administrative Assistant
- Strong proficiency with QuickBooks Online
- Experience with Accounts Payable and Accounts Receivable
- Experience creating invoices and following up on overdue customer balances
- Experience processing ACH payments, online bill payments, and checks
- Experience with payroll administration
- Experience using Gusto
- Experience calculating employee or sales commissions
- Experience using Microsoft Office 365, including Outlook, Excel, Word, and shared files
- Experience using ---------- or similar project management and time-tracking software
- Strong Excel or spreadsheet skills
- Strong attention to detail and numerical accuracy
- Strong organizational and recordkeeping skills
- Ability to manage recurring responsibilities without requiring constant supervision
- Strong written communication and professional customer follow-up skills
- Ability to prioritize multiple administrative and accounting responsibilities
- Ability to identify discrepancies and ask appropriate questions before processing transactions
- Comfortable learning company-specific accounting and invoicing procedures
- Experience supporting a small business, professional services company, or remote team
- Highly preferred: Tech-savvy and able to learn new software, evaluate new tools, and adapt quickly when company systems or processes change

Application Instructions: If interested, please share a link to your updated CV highlighting your relevant administrative and accounting experience.

Keywords
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