[Hiring] Bookkeeping & Administrative Virtual Assistant @Virtual Colleague Philippines

Role Description

The Bookkeeping & Administrative Virtual Assistant will support the day-to-day operations of Daneon's accounting practice by managing routine bookkeeping activities, coordinating client documentation, maintaining accurate financial records, and providing administrative and communication support.

The successful candidate should have a solid understanding of bookkeeping principles and be comfortable working with double-entry bookkeeping, bank reconciliation, and trial balances.

The role will also involve monitoring the client's inbox, following up on outstanding client information, helping maintain compliance-related documentation, and identifying potential business opportunities through targeted outreach.

The VA will work closely with Daneon, following his established processes and instructions.

Key Responsibilities

• Bookkeeping and Financial Administration
  • Perform day-to-day bookkeeping tasks for multiple clients at different stages of their accounting workflows.
  • Maintain accurate and organized financial records.
  • Process and categorize financial transactions in the relevant accounting software.
  • Perform bank reconciliations and investigate discrepancies.
  • Apply double-entry bookkeeping principles and maintain appropriate supporting records.
  • Collect, organize, and review bank statements, sales and purchase invoices, receipts, and other financial documentation.
  • Follow up with clients to obtain missing records or clarify incomplete information.
  • Assist with bookkeeping cleanup and organizing records received from previous accountants or bookkeepers.
  • Prepare bookkeeping records up to trial balance level for Daneon's review and further accounting work.
  • Keep client records updated and ensure work is completed accurately and within agreed deadlines.
  • Flag discrepancies, unusual transactions, incomplete information, or issues requiring Daneon's attention.
• Client Onboarding and Documentation
  • Coordinate the onboarding of new clients and maintain an organized onboarding process.
  • Request and collect client identification and relevant supporting documentation.
  • Assist with client due diligence and maintain records of required checks and documentation.
  • Help coordinate the process of connecting clients with Daneon's HMRC agent account, following his instructions and approved procedures.
  • Track outstanding onboarding requirements and follow up with clients when information is missing.
  • Request and organize records from previous accountants, including financial statements and supporting documents.
  • Maintain accurate client files and onboarding trackers.
  • Monitor outstanding items and ensure each client is ready for the next stage of the bookkeeping process.
  • Escalate missing documentation, compliance concerns, or issues that require professional review.
• Client Communication and Relationship Support
  • Assist with routine client communications via email and other agreed channels.
  • Respond to straightforward client queries using approved information and guidance.
  • Follow up on outstanding documents, bookkeeping information, and other client requirements.
  • Keep track of client requests and ensure important matters are addressed promptly.
  • Maintain a professional, warm, and approachable communication style consistent with Daneon's relationship-focused approach.
  • Build familiarity with individual client circumstances, communication preferences, and ongoing requirements.
  • Identify messages requiring Daneon's direct input and bring them to his attention.
  • Help coordinate quarterly client meetings by managing scheduling, preparing documentation, and organizing relevant information as requested.
• Email and Inbox Management
  • Monitor and organize Daneon's inbox to keep important communications visible and manageable.
  • Identify urgent client messages, deadlines, requests, and business-critical correspondence.
  • Flag priority emails and summarize items requiring Daneon's attention.
  • Respond to routine inquiries where authorized and where the answer is clear.
  • Track messages awaiting a response or follow-up.
  • Help ensure that important client communications are not missed when Daneon is away from his desk.
  • Maintain a professional tone and exercise sound judgment when handling confidential correspondence.
  • The VA should understand when to respond independently and when to escalate an email to Daneon.
• Compliance and Administrative Coordination
  • Help maintain up-to-date client documentation and internal records.
  • Track relevant due diligence requirements, outstanding documentation, and review dates.
  • Assist with monitoring applicable UK accounting, tax, and regulatory updates using sources designated by Daneon.
  • Bring potentially relevant legislative changes or compliance updates to Daneon's attention for review.
  • Maintain administrative trackers for deadlines, client requirements, and outstanding actions.
  • Support the preparation and organization of records needed for tax and year-end accounting work.
  • Follow established procedures and confidentiality requirements when handling financial and personal information.
• Business Development and Outreach Support
  • Assist with identifying potential clients in industries or business categories agreed upon with Daneon.
  • Research relevant companies and prospective clients that may benefit from bookkeeping services.
  • Compile and maintain prospect lists and relevant contact information from appropriate sources.
  • Support targeted outreach through approved email or other communication channels.
  • Help track outreach activity, responses, follow-ups, and potential leads.
  • Maintain organized records of business development activities and opportunities.
  • Support efforts to increase awareness of the business and expand its client base.
• Workflow and General Administrative Support
  • Manage task lists and maintain visibility over multiple clients and ongoing assignments.
  • Track the status of bookkeeping work, outstanding documents, and next steps for each client.
  • Maintain organized digital folders and supporting records.
  • Assist with scheduling, reminders, and general administrative coordination as needed.
  • Help improve the consistency and organization of recurring workflows.
  • Communicate progress, potential delays, and issues proactively.
  • Follow established procedures while suggesting practical improvements where appropriate.

Qualifications

• Demonstrable experience in bookkeeping or a similar accounting support role.
• A sound understanding of double-entry bookkeeping principles.
• Practical knowledge of bank reconciliation and transaction categorization.
• Understanding of trial balances and how bookkeeping records progress through an accounting workflow.
• Experience using accounting software to maintain financial records.
• Strong attention to detail and a commitment to accuracy.
• Good written and verbal English communication skills.
• Ability to manage multiple clients and tasks with different deadlines.
• Strong organizational, documentation, and follow-up skills.
• Ability to work independently, prioritize tasks, and recognize when to escalate issues.
• Professional judgment when handling confidential financial and personal information.
• A personable, client-focused approach and willingness to learn the client's business and individual client relationships.

Requirements

• Experience with the following accounting platforms is highly desirable:
  • FreeAgent — preferred familiarity with the client's bookkeeping and accounting workflows.
  • Xero — experience maintaining accounting records and performing reconciliations.
  • Sage — familiarity with bookkeeping and financial record management.
  • QuickBooks experience may be useful for handling existing client records, but Daneon expressed a preference for other platforms.
• Additional experience with spreadsheets, email management, document organization, and client onboarding trackers would be beneficial.
• Candidates should be comfortable learning the client's specific processes and working across different accounting systems depending on individual client requirements.

Personal Attributes and Working Style

• Warm and personable: Approachable, polite, and comfortable communicating with clients.
• Relationship-oriented: Interested in understanding clients as people, not simply processing transactions.
• Proactive: Able to identify missing information, outstanding actions, and matters requiring attention.
• Detail-oriented: Careful and consistent when handling financial records and client documentation.
• Receptive to feedback: Willing to learn Daneon's preferred processes and adapt to his working style.
• Dependable: Consistent in completing tasks, meeting deadlines, and communicating progress.
• Professional and discreet: Able to maintain confidentiality and handle sensitive information responsibly.
• Self-motivated: Enjoys the work and takes ownership of assigned responsibilities.

Working Arrangement and Expected Hours

• Minimum commitment of 10 hours per week.
• An initial arrangement of approximately two hours per business day may suit the current requirement.
• The VA should preferably work in alignment with UK business hours.
• Flexibility around scheduling may be possible, subject to agreement with Daneon and the candidate.
• Any work beyond the agreed hours must be approved in advance.
• The role is intended to provide ongoing support as the business grows.
• Workload and responsibilities may increase as Daneon's client portfolio expands.

Confidentiality and Data Security

• The role involves access to sensitive client financial records, personal identification documents, business information, and correspondence.
• The successful candidate must:
  • Sign the applicable confidentiality agreement and non-disclosure agreement.
  • Follow the agency's and client's agreed data security procedures.
  • Use only authorized systems, accounts, and approved methods of file transfer.
  • Keep client information confidential and avoid unauthorized disclosure or copying.
  • Follow instructions regarding account access, credentials, document storage, and data handling.
  • Report any suspected data security incident or unauthorized access promptly.

Initial Priorities

• Become familiar with Daneon's business, client portfolio, workflows, and communication preferences.
• Learn how client onboarding and due diligence documentation are managed.
• Understand the bookkeeping workflow and the use of FreeAgent, Xero, and Sage.
• Begin supporting reconciliations, bookkeeping records, and preparation of trial balances for review.
• Establish a reliable system for tracking client documents, outstanding requests, and work in progress.
• Assist with inbox management and identifying priority client communications.
• Agree on a manageable approach to prospect research and outreach, if prioritized by Daneon.

Measures of Success

• Accuracy and completeness of bookkeeping records.
• Timely completion of reconciliations and preparation of trial balance records.
• Efficient collection of client documents and completion of onboarding steps.
• Clear visibility over outstanding client requests and work in progress.
• Prompt identification and escalation of important emails and issues.
• Professional and consistent client communication.
• Reliable delivery within agreed working hours and deadlines.
• Effective handling of confidential information.
• Contribution to organized workflows and business development support.

Engagement and Recruitment Process

• The role is not an immediate or urgent hire.
• Daneon is currently assessing his options and anticipates moving forward around January to early February 2027.
• The agency will prepare and shortlist candidates based on the agreed requirements.
• Daneon would like to review candidate profiles and interview prospective VAs personally.
• The first month is intended to allow for onboarding, familiarization, and assessment of the working relationship.
• The final start date, working schedule, specific task allocation, and any additional requirements will be confirmed before engagement.