NOW HIRING: Experienced QuickBooks Online Bookkeeping Virtual Assistant

NOW HIRING: Experienced QuickBooks Online Bookkeeping Virtual Assistant
**Long-Term Remote Opportunity | U.S.-Based Bookkeeping Firm**

**Company:** Key City Books & Billing, LLC
**Location:** Remote
**Position:** Part-Time Bookkeeping Virtual Assistant
**Schedule:** Consistent weekly schedule with availability during U.S. Central Time business hours
**Compensation:** $3.50–$7.00 USD per hour, depending on qualifications and experience
**Hours:** Approximately 20–30 hours per week initially, with potential for growth
**Employment Type:** Long-term independent contractor position

About Our Company

Key City Books & Billing, LLC is a growing professional bookkeeping firm based in Texas, USA. We provide ongoing monthly bookkeeping, historical bookkeeping cleanup, account reconciliations, financial reporting, and accounting support for small businesses across various industries.

Our clients include construction companies, HVAC contractors, plumbing businesses, landscaping companies, retail businesses, and other service-based businesses.

We use QuickBooks Online as our primary accounting platform and work with clients who have multiple bank accounts, credit cards, payment processors, loans, payroll transactions, and other financial activities.

We are looking for an experienced, detail-oriented, highly dependable Bookkeeping Virtual Assistant who wants to become a valued long-term member of our team.

**This is NOT an entry-level position, and we are NOT looking for someone who needs to be taught basic bookkeeping or QuickBooks Online.**

We are looking for someone who understands bookkeeping principles, works efficiently, follows written procedures, and takes pride in producing accurate work.

Primary Responsibilities

1. Daily QuickBooks Online Bookkeeping

You will be responsible for maintaining the daily bookkeeping activity for multiple assigned clients.

Responsibilities include:

- Reviewing and updating bank and credit card transaction feeds.
- Categorizing business expenses accurately using the client's established chart of accounts.
- Reviewing prior transactions to maintain consistent categorization.
- Matching transactions to existing entries when appropriate.
- Identifying and properly recording transfers between bank and credit card accounts.
- Recording credit card payments without duplicating expenses.
- Recognizing loan payments and identifying transactions requiring principal and interest allocations.
- Identifying possible duplicate transactions.
- Reviewing transactions for incorrect vendor assignments.
- Correcting obvious bookkeeping errors within your authorized scope.
- Identifying unusual or questionable transactions requiring additional review.
- Ensuring transactions are not left unreviewed unnecessarily.
- Maintaining accurate, organized, and current bookkeeping records.

**Important:** We expect you to understand the difference between adding, matching, transferring, and excluding transactions. Incorrectly recording transfers or creating duplicate expenses is unacceptable.

2. Multiple Client Account Management

Our firm manages several businesses simultaneously. You must be comfortable working in multiple QuickBooks Online company files throughout the day.

You will be expected to:

- Follow each client's individual bookkeeping procedures.
- Understand that every client has different accounting needs.
- Use the appropriate chart of accounts for each business.
- Maintain consistency with previously established bookkeeping treatments.
- Track progress across assigned clients.
- Complete recurring daily, weekly, and monthly responsibilities.
- Keep all assigned accounts up to date.
- Prioritize work based on deadlines and instructions.
- Avoid mixing information between clients.

You must be extremely organized and capable of transitioning between client accounts without losing track of your responsibilities.

3. Monthly Bookkeeping and Reconciliations

Depending on experience and assigned responsibilities, duties may include:

- Reconciling bank accounts and credit cards to monthly statements.
- Identifying missing, duplicated, or incorrectly recorded transactions.
- Investigating reconciliation discrepancies.
- Reviewing uncategorized transactions.
- Reviewing balance sheet accounts for unusual balances.
- Identifying outstanding checks and deposits requiring investigation.
- Reviewing accounts for incorrect transaction classifications.
- Assisting with month-end bookkeeping checklists.
- Preparing accounts for owner review.
- Flagging issues that may affect financial statement accuracy.

You must understand that **a reconciliation showing a $0.00 difference does not automatically mean the bookkeeping is correct.**

We expect attention to transaction dates, amounts, duplicates, and account classifications.

4. Bookkeeping Cleanup Support

Our firm regularly handles historical bookkeeping cleanup projects.

Qualified candidates may assist with:

- Reviewing historical bank and credit card transactions.
- Correcting transaction classifications.
- Identifying duplicate income and expenses.
- Reviewing prior reconciliations.
- Organizing uncategorized transactions.
- Investigating missing transactions.
- Reviewing loan and liability account activity.
- Identifying personal expenses incorrectly recorded as business expenses.
- Preparing cleanup progress reports.
- Documenting unresolved discrepancies.

Cleanup assignments will depend on demonstrated skill level.

You must never make unsupported adjustments, force reconciliations, delete historical transactions, or create journal entries to conceal discrepancies.

5. Client-Specific Bookkeeping Procedures

Each client has individual requirements.

Examples may include:

- Separating business and personal expenses.
- Identifying owner contributions and owner distributions.
- Applying established business-use percentages when instructed.
- Recording expenses paid personally by business owners.
- Identifying transactions requiring journal entries.
- Handling payment processor activity, including Square, PayPal, and Venmo.
- Recognizing payroll-related transactions.
- Maintaining consistent vendor and expense classifications.
- Identifying transactions requiring additional supporting documentation.

You must follow our written standard operating procedures (SOPs) rather than independently changing established accounting treatments.

**Do not guess when a transaction cannot be reasonably identified.**

6. Research and Problem-Solving

We do not expect you to know everything. However, we do expect you to make a reasonable effort to solve routine bookkeeping questions independently.

Before escalating an issue, you should:

1. Review prior transactions from the same vendor.
2. Review the client's chart of accounts.
3. Check applicable SOPs and instructions.
4. Review available supporting documentation.
5. Determine whether the issue can be resolved accurately.
6. Document the issue clearly if additional information is required.

We maintain a **Pending Client Info** process for transactions that cannot be resolved without additional information.

This process should not be used as a substitute for basic bookkeeping research.

7. Task Management and Communication

We use Connecteam for team coordination, time tracking, and recurring responsibilities.

You will be expected to:

- Clock in and out accurately.
- Select the correct client or job when tracking time.
- Complete assigned tasks by their deadlines.
- Update task statuses consistently.
- Communicate when work is completed.
- Notify management promptly about obstacles or delays.
- Document questions clearly.
- Maintain an accurate record of work performed.
- Follow established communication procedures.

We expect proactive communication, not silence when a task is overdue or when you are unavailable.

Required Qualifications

Applicants MUST have:

- At least 2 years of hands-on QuickBooks Online bookkeeping experience.
- Strong understanding of basic accounting principles.
- Experience with bank and credit card reconciliations.
- Experience categorizing and matching bank feed transactions.
- Understanding of balance sheets and profit and loss statements.
- Experience working with multiple clients or company files.
- Strong attention to detail.
- Excellent organizational and time-management skills.
- Ability to follow detailed written instructions.
- Ability to work independently with minimal supervision.
- Strong written English communication skills.
- Reliable internet connection.
- A private, secure workspace.
- A dependable computer suitable for daily bookkeeping work.
- Willingness to use company-designated time-tracking and task-management software.

**QuickBooks Online certification is strongly preferred.**

Preferred Qualifications

Additional consideration will be given to applicants with experience in:

- Working for U.S.-based bookkeeping or accounting firms.
- U.S. small-business bookkeeping.
- Construction and trade-industry bookkeeping.
- Historical bookkeeping cleanup.
- Accounts payable and accounts receivable.
- Payroll transaction classification.
- Owner contributions and distributions.
- Credit card and loan account reconciliation.
- Square, PayPal, Venmo, and other payment processors.
- Cash-basis and accrual-basis bookkeeping.
- Journal entries and adjusting entries.
- QuickBooks Online Accountant.
- Connecteam or similar task-management software.

Experience with U.S. bookkeeping is highly preferred because our clients operate under U.S. accounting and tax reporting practices.

Work Schedule and Availability

We are seeking someone who can commit to a consistent, dependable weekly schedule.

This is not a position where work can be completed sporadically whenever convenient.

While we understand that emergencies and personal obligations occur, we need a team member who treats scheduled work commitments professionally.

Our expectations include:

- Consistent availability during agreed-upon working hours.
- Some overlap with U.S. Central Time business hours.
- Advance notice of planned absences.
- Prompt communication regarding unexpected emergencies.
- Timely completion of daily and monthly responsibilities.
- Accurate reporting of time worked.
- No unapproved delegation of client work.

We are willing to provide reasonable scheduling flexibility for the right candidate, provided that deadlines, communication, and work quality remain consistent.

Performance Expectations

Success in this role will be measured by:

**Accuracy:** Transactions are properly categorized, matched, and recorded with minimal corrections.

**Productivity:** Work is completed efficiently without unnecessary delays.

**Reliability:** Assigned responsibilities are completed consistently and on time.

**Independence:** Routine bookkeeping issues are researched before being escalated.

**Communication:** Questions, delays, and completed work are communicated promptly.

**Organization:** Client files, task lists, and pending items remain current and well documented.

**Professionalism:** Client financial information is handled confidentially and responsibly.

We do not expect perfection, but we do expect accountability, consistent improvement, and a genuine commitment to quality work.

Confidentiality and Data Security

Because our firm handles confidential financial information for multiple businesses, all team members must comply with strict confidentiality and data-security requirements.

You must:

- Sign a confidentiality and independent contractor agreement.
- Use only authorized accounts and software.
- Protect client financial information.
- Never share account credentials.
- Never download or distribute client information without authorization.
- Use multifactor authentication when available.
- Never allow another person to access client files through your account.
- Report suspected security issues immediately.
- Follow all company data-handling policies.

Unauthorized access, sharing, or misuse of client information is grounds for immediate termination of the working relationship.

Training and Onboarding

We will provide:

- Client-specific procedures and instructions.
- Access to applicable QuickBooks Online company files.
- Recurring task assignments.
- Our internal workflow expectations.
- Guidance on our documentation and escalation procedures.

**We will train you on how our firm operates, but we will not provide beginner-level bookkeeping training.**

You should already be comfortable navigating QuickBooks Online and completing standard bookkeeping tasks.

Hiring and Evaluation Process

Our selection process may include:

1. Review of qualifications and relevant experience.
2. Written screening questions.
3. A short interview.
4. A paid practical QuickBooks Online skills assessment using sample data.
5. Reference verification.
6. A paid introductory evaluation period.

We will assess accuracy, efficiency, communication, attention to detail, and ability to follow instructions.

Long-term opportunities will be based on performance, business needs, and mutual fit.

How to Apply

To be considered, please submit a resume and the following information:

**1. QuickBooks Online Experience**

How many years have you worked with QuickBooks Online? Have you worked for a U.S.-based bookkeeping firm?

**2. Multiple Client Experience**

How many separate QuickBooks Online company files have you managed simultaneously?

**3. Reconciliation Experience**

Explain your process when a bank reconciliation does not balance.

**4. Bank Feed Knowledge**

Explain the difference between adding, matching, and transferring transactions in QuickBooks Online.

**5. Cleanup Experience**

Describe a historical bookkeeping cleanup project you have completed and the types of issues you corrected.

**6. Certifications**

Do you hold a QuickBooks Online ProAdvisor certification or other bookkeeping credentials?

**7. Availability**

What hours are you available to work in U.S. Central Time? How many hours per week can you consistently commit?

**8. Compensation**

What is your requested hourly rate in USD?

**9. Technology**

Describe your internet reliability, computer setup, and backup arrangements in the event of a power or internet interruption.

**10. Practical Scenario**

A business owner transfers $1,500 from the business checking account to pay the business credit card. Both transactions appear in the QuickBooks Online bank feeds.

Explain exactly how you would handle these transactions to avoid duplicating expenses.

**12. Attention-to-Detail Requirement**

Title your message: ATTENTION TO DETAIL: Key City Books & Billing, LLC

Applications that do not follow this instruction may not be considered.

Why Join Our Team?

Key City Books & Billing is a growing firm with opportunities for long-term professional relationships and increased responsibility.

We value dependable team members who are organized, honest, resourceful, and committed to doing things correctly.

We believe in clear expectations, documented processes, professional communication, and recognizing strong performance.

We are not looking for someone to simply fill hours.

**We are looking for someone who will help us keep our clients' books accurate, organized, and current while allowing our firm to continue growing.**

If you are an experienced QuickBooks Online bookkeeper who enjoys organized workflows, solving problems, and working independently, we encourage you to apply.