[Hiring] Bookkeeping & Administrative Assistant @Helper Heroes

Role Description

We are looking for an energetic, highly organized Virtual Backoffice Assistant to provide administrative and bookkeeping support to a U.S. home care agency, working directly with the Director of Operations. You’ll handle a wide range of administrative and executive support tasks, from meetings and correspondence to invoicing, payroll, and bookkeeping. The ideal candidate is detail-oriented, works well independently, and communicates clearly to help keep the agency running effectively and efficiently. This role starts at 20 hours per week, with the potential to expand to full-time.

Key Responsibilities

• Administrative & Executive Support
  • Provide general administrative support to the Director of Operations to keep the office running efficiently.
  • Organize meetings, schedule appointments, and record accurate meeting minutes.
  • Draft emails, memos, and letters, and help prepare company reports.
  • Develop, update, and maintain office procedures and organized digital filing systems.
  • Collect, process, and maintain new client information.
• Bookkeeping, Billing & Payroll
  • Perform routine bookkeeping, account reconciliations, and reporting in QuickBooks Online.
  • Process weekly client invoicing and payment collections.
  • Process bi-weekly payroll for approximately 100 employees.
• Social Media
  • Plan, schedule, and post content across the agency’s social media channels.
• Specialized Support
  • Be ready to jump in and help with any other tasks that come your way—because that’s what heroes do!

Qualifications

• Bachelor’s degree or higher preferred.
• Previous experience in a similar administrative or virtual assistant role.
• Demonstrated experience with database management and standard bookkeeping/accounting practices.
• Proficiency with Google Workspace, SwyftOps, Paylocity, and QuickBooks Online.
• Strong written and verbal English communication skills, with a professional demeanor on phone, email, and virtual calls.
• Excellent organizational and time-management skills; able to prioritize tasks and work independently.
• Strong problem-solving ability, high attention to detail, and sound judgment.
• Able to handle sensitive, confidential, and non-routine information discreetly.
• Reliable high-speed internet, backup connectivity, and a quiet workspace.

Requirements

• Complete four (4) HIPAA courses and submit the certificates.
• Complete EPICompliance training, including OSHA for Healthcare.
• Use Hubstaff for time tracking during all working hours, with location enabled.
• A minimum six (6)-month commitment to the role.
• This is an exclusive engagement. Working with other clients or taking on outside work (moonlighting) is not allowed without proof of resignation from the other role.
• Submit all required initial documents during onboarding.
• This role is engaged under a Helper Heroes Independent Contractor Agreement.

Benefits

• Competitive Base Pay: We offer the highest base pay in the home care industry!
• Make a Difference: You’ll play a key role in ensuring that clients receive the best care possible.
• Growth Opportunities: As we grow, so will you! This role can grow from part-time to full-time, with plenty of room to learn and advance.
• Fun & Supportive Team: We’re a tight-knit group that values collaboration, compassion, and a good laugh.