Virtual Assistant – HR, Payroll, Bookkeeping & Operations (Full-Time)

Job Overview

We are a growing U.S.-based company seeking a highly organized, detail-oriented, and trustworthy Virtual Assistant to manage HR administration, payroll, bookkeeping, sales tax reporting, and general office operations.

This role is critical to our daily operations and financial accuracy. You will handle contractor and employee administration, weekly payroll, commissions, bookkeeping in QuickBooks, sales tax reporting, annual renewals, and serve as the primary person answering incoming customer service calls.

This is a full-time (40 hours per week), long-term position.

Work Schedule & Pay

Hours: 40 hours per week

Pay Rate: $3–$6 USD per hour, based on experience

Pay Schedule: Paid weekly every Thursday

Pay Period: Friday through Thursday, paid on the same Thursday

Payment Method: Wise (USD converted to PHP and deposited directly into your bank account)

Tools & Equipment

Must have your own computer and stable internet connection

We will provide:

Company email address

Company phone number via RingCentral

Access to QuickBooks, Google Workspace, and shared Google Sheets

Key Responsibilities
HR & Workforce Administration

Manage onboarding and offboarding for 1099 contractors

Prepare for and assist with onboarding of W-2 employees (coming soon)

Maintain accurate personnel and contractor records

Track Paid Time Off (PTO) and holiday pay (where applicable)

Maintain confidentiality of all HR and payroll information

Serve as an administrative point of contact for tea ---------- mbers

Payroll & Commissions

Process weekly payroll for:

1099 contractors

W-2 employees (as they are added)

Ensure payroll is processed accurately for the Friday–Thursday pay period and paid the same Thursday

Handle commission calculations and payroll splits

Maintain and update commission tracking in Google Sheets

Coordinate hourly pay for office staff and commission-based pay for sales reps

Review payroll data for accuracy before processing in QuickBooks

Bookkeeping & Financial Management

Perform general bookkeeping in QuickBooks, including:

Recording incoming payments (income)

Recording outgoing payments (expenses)

Reconcile weekly and monthly transactions

Maintain clean, organized financial records

Generate financial reports, including:

Profit & Loss (P&L) reports

Expense and income summaries

Prepare bookkeeping records for quarterly and annual review

Sales Tax & Monthly Reporting

Generate monthly sales tax reports

Prepare sales tax filings due on the 15th of each month

Present sales tax reports for management approval prior to submission

Maintain proper documentation of all sales tax filings

Annual, Compliance & Renewal Tasks

Maintain a master renewal tracker for all annual and recurring items, including:

Business annual reports (EIN/state filings)

General liability insurance renewal

Lease renewals

Chamber of Commerce memberships

Other required licenses, subscriptions, and renewals

Prepare financial documentation for our CPA, including:

Expense reports

Income summaries

Payroll records

Assist with year-end preparation and annual reviews

Customer Service & Phone Support

Serve as the primary person answering incoming phone calls

Handle basic customer service inquiries professionally and efficiently

Route calls internally as needed

Maintain a friendly, professional phone presence

Allow showroom staff to focus on in-person customers without interruption

General Administrative & Operations Support

Maintain organized digital filing systems

Track deadlines and follow up on pending tasks

Communicate clearly with management and internal teams

Identify opportunities to improve processes and organization

Provide general administrative support as needed

Required Qualifications

Proven experience in HR administration, payroll, and bookkeeping

Strong working knowledge of QuickBooks

Experience handling 1099 contractors (W-2 experience is a plus)

Strong skills in Google Sheets / Excel

Experience managing commissions and payroll splits

High attention to detail and accuracy

Strong organizational and time management skills

Clear written and spoken English

Comfortable answering phone calls and speaking with customers

Preferred Qualifications (Nice to Have)

Experience working with U.S.-based companies

Familiarity with U.S. payroll and sales tax processes

Experience supporting remote teams in multiple countries

Background in bookkeeping, accounting, or business administration

What We’re Looking For

Reliable and consistent work ethic

Honest and trustworthy with sensitive financial information

Proactive, organized, and detail-oriented

Comfortable handling multiple responsibilities

Interested in a long-term role with growth potential

How to Apply

Please include:

A short introduction video about yourself sent on WhatsApp to ---------- Your experience with QuickBooks, payroll, HR, and bookkeeping

Your expected hourly rate (USD)

Your availability (hours per week)