Virtual Assistant (Finance & Operations) - 60530688849

Somewhere

1d•Remote

About The Position

We are seeking a highly dependable, process-driven Virtual Assistant (Finance & Operations) to take ownership of a large portion of our recurring financial, operational, and administrative workflows across both of our business units. This is not a basic “task taker” role. We are looking for an independent, detail-oriented operator capable of managing recurring workflows autonomously after onboarding. The business already has strong SOPs, training documentation, templates, and systems in place; your mission is to execute these frameworks consistently while proactively helping to improve our internal processes over time. This position is a core operational support function designed to keep critical accounting and operational workflows moving smoothly without delays, reduce administrative bottlenecks and improve weekly process tracking, ensure all compliance items, billing deadlines, and documentation do not fall through the cracks, and free up senior team members to focus exclusively on high-level growth priorities.

Requirements

2–3+ years of professional experience handling bookkeeping, corporate finance operations, or administrative workflows in a remote setting.
Direct, hands-on experience with QuickBooks Desktop and Bill.com is strongly preferred.
High proficiency with Google Workspace, Salesforce, and Trello is a plus.
Extremely detail-oriented, deadline-driven, and comfortable following rigorous SOPs and checklists.
Proactive about identifying missing information and chasing down data gaps.
Exceptional written English communication skills with a professional, responsive remote presence.

Nice To Haves

Previous experience supporting construction, contractor, or project-based businesses is highly advantageous.

Responsibilities

Enter and categorize bills inside QuickBooks Desktop and Bill.com, maintain digital vendor records, attach backup documentation, and prepare payment runs for final approval.
Manage AP routing pipelines, monitor invoice tracking, and handle end-to-end vendor management workflows.
Gather and clean timekeeping logs, prepare error-checked payroll packets, and assemble client invoices from pre-built templates with all supporting materials attached.
Assemble project contract packets, confirm required legal documentation, prepare compliance/pre-lien packets, and strictly track submission deadlines.
Draft weekly leadership meeting agendas from templates, compiling open action items and supporting operational links.
Update internal revenue tracking tabs and reporting sheets, verifying data accuracy and flagging missing pieces to leadership.
Prepare initial statements and ledger reconciliations, maintain transaction logs, and track discrepancies.
Compile supporting documentation for accounting entries, routing them to senior leadership for formal approval and posting.
Coordinate photography scheduling, create plumbing spec sheets from templates, and maintain bid opportunity tracking systems.
Prepare new-hire onboarding checklists and maintain up-to-date city business license renewal logs.
Book team travel, manage per-diem logs, coordinate delivery schedules, update project trackers, and systematically request Certificates of Insurance (COIs).