Virtual Bookkeeping & Operations Assistant — Remote

Do you enjoy organized, detail-oriented work and following processes through to completion?

Are you someone who likes checklists, recurring routines, clean records, and making sure nothing falls through the cracks?

Would you enjoy joining a supportive bookkeeping team where you can learn cloud-based bookkeeping systems while helping the firm stay organized?

Harrop Scott & Associates Ltd. is seeking a Virtual Bookkeeping & Operations Assistant to join our remote team.

There is only 1 way to apply for our job. Please send an email to ---------- indicating your interest in this role. As soon as we receive your email, we will send an invitation to the next phase of our “New Team Member” selection process.

About Harrop Scott & Associates

Harrop Scott & Associates is a Toronto-based bookkeeping and advisory firm serving entrepreneurial businesses and not-for-profit organizations across Canada.

Our clients include creative and professional service firms, PR and advertising agencies, designers, architects, medical and healthcare professionals, technology companies, wholesalers, and other growing businesses.

We work fully in the cloud using QuickBooks Online and complementary applications such as Dext, Plooto, JetPack Workflow, payroll platforms, Microsoft 365, Dropbox, Slack, and Zoom.

Our clients and their accountants depend on us to maintain accurate, organized, and reliable bookkeeping records. We value attention to detail, thoughtful communication, teamwork, curiosity, and a willingness to learn.

Purpose of the Role

The Virtual Bookkeeping & Operations Assistant will support HSA’s bookkeeping and internal operations by completing recurring, process-driven tasks accurately and on schedule.

The position will report to HSA’s Workflow, SOP & Onboarding Specialist, who will assign work, provide training, review completed tasks, and help the successful candidate develop their skills.

This role is intended to take ownership of routine and well-documented work so that senior team members can focus on client onboarding, complex bookkeeping, workflow improvement, file review, and team development.

The successful candidate does not need to make complex accounting decisions independently. They must, however, be highly dependable, attentive to detail, comfortable following written procedures, and able to recognize when something does not match the instructions and should be escalated.

Key Responsibilities

Administrative and Workflow Support
-Complete recurring administrative tasks according to established schedules and checklists.
-Update client and internal information in JetPack Workflow and other tracking systems.
-Create, update, assign, and close routine workflow jobs under Anna’s direction.
-Update client due dates, task assignments, notes, links, and other workflow details.
-Upload finalized SOPs and supporting documents to the appropriate workflow locations.
-Maintain organized digital files in Dropbox, Google Drive, Microsoft 365, or other cloud-based systems.
-Download, rename, organize, and file client documents according to HSA’s naming conventions.
-Prepare recurring reports, trackers, checklists, and status summaries.
-Pull employee or contractor timesheets and distribute them to the appropriate team members.
-Complete monthly administrative routines, including preparing and sending the Bank of Canada foreign exchange rate email.
-Follow up with team members regarding incomplete routine tasks or missing documentation, using approved templates.

Routine Bookkeeping Support

Under supervision and using established procedures:
-Enter invoices, bills, expenses, payments, and other routine transactions.
-Record customer payments and update accounts receivable records.
-Prepare routine accounts receivable and accounts payable reports.
-Process approved bills through bookkeeping or payment applications.
-Post recurring expenses and standard monthly transactions.
-Assist with basic bank and credit card transaction entry.
-Attach receipts and supporting documents to transactions.
-Add or correct supplier, customer, class, location, project, or account information based on documented instructions.
-Process straightforward Dext, Hubdoc, or similar document-capture transactions.
-Identify duplicate, missing, incomplete, or unclear documentation and refer it to the appropriate team member.
-Assist with basic Plooto, payroll, and clearing-account tasks where a detailed SOP and review process are in place.
-Update commission, payment, accounts receivable, accounts payable, or other recurring client trackers.
-Prepare standard reports for review by a bookkeeper or manager.
-Assist with year-end document collection, exhibit preparation, and organization of accountant-requested information.

The employee will not be expected to independently determine complex accounting treatments, prepare adjusting journal entries, resolve significant reconciliations, or approve government filings.

Client Onboarding Support

Under direction:
-Create client folders and standard onboarding records.
-Add new clients to JetPack Workflow and internal tracking systems.
-Prepare standard onboarding checklists and template emails.
-Track which documents, system accesses, and client responses have been received.
-Follow up on missing onboarding items using approved email templates.
-Assist with the setup of standard client information in QuickBooks Online, Dext, payroll applications, or other systems.
-Upload onboarding notes, instructions, and supporting documents.
-Confirm that routine setup steps have been completed before the file is passed to Anna or the assigned bookkeeper.
-Maintain the onboarding status tracker and flag overdue or incomplete items.

SOP and Process Support
-Follow HSA’s standard operating procedures carefully.
-Test instructions by completing the process and identifying unclear or missing steps.
-Format and organize draft SOPs prepared by Anna or other team members.
-Insert screenshots, links, headings, and checklists into process documents.
-Update minor details in existing SOPs when instructed.
-Upload approved versions to JetPack or the appropriate document library.
-Maintain an index of SOPs and flag documents that may require review or updating.
-Notify when actual procedures no longer match the written instructions.
-Suggest simple improvements that could make recurring work clearer or more efficient.

Communication and Team Support
-Communicate clearly and professionally through Slack, email, Zoom, and other online tools.
-Provide concise daily or periodic status updates describing completed work, outstanding items, and questions.
-Ask questions promptly rather than guessing when instructions are unclear.
-Escalate discrepancies, unusual transactions, missed deadlines, client concerns, and potential errors to Anna or the appropriate bookkeeper.
-Respond constructively to feedback and correct work promptly.
-Attend team training sessions and apply the procedures taught.
-Assist team members with routine administrative or document-related requests.
-Maintain confidentiality and handle client and employee information with discretion.

Reporting Relationship

The Virtual Bookkeeping & Operations Assistant will report primarily to the Workflow, SOP & Onboarding Specialist.

Other bookkeepers and managers may assign work through Anna or according to HSA’s established workflow process.

Required Qualifications
-At least one to two years of experience in an administrative, virtual assistant, bookkeeping support, or similar detail-oriented role.
-Basic knowledge of bookkeeping principles and terminology.
-Experience using QuickBooks Online or another accounting platform is preferred.
-Strong written and verbal English communication skills.
-Excellent attention to detail.
-Strong organizational and time-management skills.
-Ability to follow written procedures and recurring schedules consistently.
-Comfort working with spreadsheets, trackers, checklists, and cloud-based files.
-Proficiency with Microsoft Office or Microsoft 365.
-Ability to learn new software and online systems.
-Reliable internet connection and a suitable remote working environment.
-Ability to work independently while communicating regularly with a remote team.
-Good judgment regarding when to proceed, when to ask a question, and when to escalate an issue.
-Ability to handle confidential client, payroll, tax, and financial information responsibly.

Assets

The following experience would be helpful but is not required:
-Experience working for a bookkeeping or accounting firm.
-Experience supporting multiple clients or projects.
-Familiarity with QuickBooks Online.
-Familiarity with Dext, Hubdoc, Plooto, JetPack Workflow, Wagepoint, Payworks, Shopify, or similar applications.
-Experience organizing cloud-based documents in Dropbox, Google Drive, or SharePoint.
-Experience maintaining SOPs, checklists, or process documentation.
-Basic Excel skills, including sorting, filtering, formatting, and working with simple formulas.
-Experience preparing accounts receivable, accounts payable, or transaction reports.
-Post-secondary education or training in business administration, bookkeeping, or accounting.

Personal Attributes

The successful candidate will be:
-Conscientious and dependable.
-Highly organized.
-Comfortable completing recurring tasks accurately.
-Careful with details, names, dates, amounts, and instructions.
-Willing to ask questions rather than make unsupported assumptions.
-Receptive to feedback and willing to correct mistakes.
-Curious and interested in learning how bookkeeping systems work.
-Patient when working through documents and checklists.
-Proactive about following up on incomplete items.
-Respectful, collaborative, and professional.
-Comfortable working behind the scenes to help the entire team operate more effectively.

Position Details
-Remote position.
-Candidates must have a reliable internet connection and suitable home-office environment.
-The position is expected to begin on a part-time basis, with the possibility of increased hours as responsibilities and firm needs grow.
-Working hours must overlap sufficiently with HSA’s Canadian business hours for communication and training.
-Compensation will be based on experience, skills, and the agreed number of hours.
-Full training will be provided on HSA’s systems, processes, and client confidentiality requirements.

What We Offer
-A collaborative and supportive remote team.
-Structured training and documented procedures.
-Direct mentoring from an experienced workflow and onboarding specialist.
-Exposure to cloud bookkeeping systems and a variety of Canadian businesses.
-Opportunities to develop bookkeeping, workflow, and client-support skills.
-Increasing responsibility as accuracy, judgment, and reliability are demonstrated.
-The opportunity to contribute ideas and help improve firm processes.
-A respectful work environment where careful, dependable work is valued.

-Interviews: Oct 12-16, 2026
-Start date: Oct 19 or 26, 2026

How to Apply

There is only one way to apply for this position.

Please send an email to ---------- with:
-your résumé;
-a brief description of your administrative or bookkeeping-support experience;
-the software and cloud applications you have used;
-an example of a recurring process, checklist, or administrative responsibility you managed successfully; and
-an explanation of why you believe you would be a good fit for this role.

Please use the subject line:
Application — Virtual Bookkeeping & Operations Assistant

Please pay close attention to the application instructions. Only candidates who submit all requested information and follow the stated process will be considered.

We thank all applicants for their interest. Only candidates selected for the next stage of the hiring process will be contacted.