Senior Operations & Bookkeeping Virtual Assistant

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Salary: $800–$1,000 USD/month
Schedule: 9:00 AM–6:00 PM EST
Employment Type: Full-Time, Remote

About the Role

We are looking for a proactive, experienced Senior Operations & Bookkeeping Virtual Assistant who can take ownership of both our day-to-day business operations and core bookkeeping administration.

This is not an entry-level VA position. The ideal candidate already has strong, hands-on experience with QuickBooks Online (QBO) and can independently manage routine bookkeeping tasks without needing to learn the basics on the job.

You will work closely with the business owner to keep financial records organized, maintain CRM and property-management systems, coordinate administrative workflows, track outstanding tasks, and ensure recurring responsibilities are completed consistently and on time.

We are looking for someone who can think ahead, identify what needs to be done, and take action without being asked about every individual task.

Key Responsibilities
QuickBooks Online & Bookkeeping

You must already be comfortable working in QuickBooks Online.

Responsibilities include:

Reviewing and categorizing business transactions
Reconciling business bank accounts
Reconciling business credit-card accounts
Identifying and resolving duplicate transactions
Properly identifying transfers between accounts
Reviewing transaction details for accuracy and consistency
Organizing receipts, invoices, statements, and supporting documentation
Maintaining clean and organized financial records
Preparing preliminary Profit & Loss reports
Preparing preliminary Balance Sheet reports
Reviewing financial reports for obvious inconsistencies or missing information
Preparing organized financial information for review by the company's tax professional
Communicating questions or discrepancies that require owner/accountant review

Important: Candidates should have real-world QuickBooks Online experience. We are not looking for someone who is currently learning QBO or who needs extensive training on basic bookkeeping functions.

CRM & Lead Management
Maintain and clean the Follow Up Boss CRM
Organize and update lead information
Identify and clean duplicate or outdated records
Track lead activity and follow-up requirements
Create and maintain follow-up task lists
Monitor outstanding follow-ups
Ensure leads are properly categorized and documented
Maintain an organized and reliable database
Property Management Administration
Coordinate maintenance requests
Communicate with vendors and contractors
Follow up on outstanding maintenance items
Maintain maintenance records and documentation
Assist with tenant administrative communication
Assist with owner administrative communication
Schedule inspections and appointments
Coordinate access and scheduling with relevant parties
Maintain property-related records and documents
Assist with listing administration and property checklists
Ensure required administrative steps are completed for each property
Operations & Administrative Support
Manage calendars and appointments
Maintain task lists and recurring checklists
Organize documents and digital files
Track deadlines and outstanding items
Follow up with team members, vendors, tenants, owners, and other contacts
Maintain SOPs and recurring operational checklists
Identify process gaps and suggest improvements
Keep business systems organized and up to date
Prepare information and reports needed by the business owner
Social Media & Content Administration
Schedule social-media content
Maintain content calendars
Organize marketing assets and content
Assist with basic content administration and publishing
Track scheduled and completed content
Coordinate content-related tasks and deadlines
Weekly KPI & Business Reporting

Prepare a weekly KPI/business dashboard that provides the owner with a clear view of business activity.

This may include:

Lead volume
Lead follow-up activity
CRM activity
Appointments and inspections
Property activity
Maintenance activity
Outstanding tasks
Completed tasks
Important deadlines
Operational issues requiring attention
Other business KPIs established by management
The Person We're Looking For

We want someone who is proactive, organized, detail-oriented, and comfortable taking ownership.

Once trained on our specific systems and processes, you should be able to recognize recurring responsibilities and handle them without waiting for instructions every day.

You should naturally:

Look ahead and anticipate what needs to be done
Maintain recurring checklists and SOPs
Follow up on outstanding tasks
Notice when something has been missed
Keep databases and systems organized
Track deadlines without being reminded
Bring problems to management's attention early
Suggest practical solutions
Ask questions when something is unclear
Take ownership of assigned responsibilities
Keep the owner informed without requiring constant supervision

We do not want someone who needs a new task assigned every hour.

We want someone who can eventually say:

"I noticed this needs to be done, so I took care of it."

Required Qualifications
Proven experience with QuickBooks Online
Strong understanding of basic bookkeeping principles
Experience reconciling bank and credit-card accounts
Experience categorizing transactions
Ability to identify duplicates and transfers
Experience preparing or reviewing P&L and Balance Sheet reports
Previous experience in a VA, Operations, Administrative, Property Management, or similar role
Strong organizational and time-management skills
Excellent written and verbal English
Strong attention to detail
Ability to work independently
Comfortable managing multiple priorities
Strong follow-up and accountability skills
Reliable internet connection and suitable remote-work setup
Ability to work 9:00 AM–6:00 PM EST
Preferred Qualifications

Experience with:

Follow Up Boss
Real estate or property management
Property maintenance coordination
Vendor management
Tenant/owner communication
Real estate CRM systems
Social-media scheduling platforms
KPI/business reporting
SOP development and process improvement
What Success Looks Like

Within the first few months, the successful candidate should be able to:

Keep QuickBooks transactions organized and reconciliations current
Provide clean preliminary financial reports for professional review
Keep Follow Up Boss organized and up to date
Ensure leads have appropriate follow-up tasks
Stay on top of property-management administrative tasks
Follow up on maintenance and vendor issues
Keep calendars, documents, and databases organized
Maintain recurring checklists and SOPs
Prepare a useful weekly KPI dashboard
Identify outstanding items before they become problems
Reduce the number of day-to-day tasks the owner needs to personally track

The goal is simple: we want you to become someone the owner can rely on to keep the business organized and moving forward.

Compensation & Schedule

Salary: $800–$1,000 USD/month depending on experience and qualifications

Working Hours: 9:00 AM–6:00 PM EST

Position: Full-Time Remote

How to Apply

Please submit:

Your updated resume
A brief introduction explaining your relevant experience
Your years of hands-on QuickBooks Online experience
A description of the bookkeeping tasks you have personally handled in QBO
Your experience with Follow Up Boss or other real estate CRMs
Your experience with property management or real estate administration, if applicable
Your experience managing recurring tasks and working proactively without constant supervision