[Hiring] Virtual Assistant: Accounting / Bookkeeping Support @VA Desk

Role Description

We are building a pool of highly capable Accounting / Bookkeeping Support Virtual Assistants to assist businesses with financial organization, bookkeeping execution, and day-to-day accounting support tasks. This role is focused on maintaining accurate financial records, supporting bookkeeping processes, and ensuring financial data is properly recorded and organized within client systems.

You will work closely with business owners, finance teams, or external accountants to support the operational side of financial management. While specific tools, workflows, and accounting systems may vary depending on the client you are assigned to, your core responsibility will always revolve around accurate financial data management and bookkeeping support.

Key Responsibilities

• Financial Record Keeping & Data Entry
  • Record and organize financial transactions in accounting systems or spreadsheets
  • Ensure all entries are accurate, complete, and properly categorized
  • Maintain up-to-date financial records across assigned systems
  • Support consistent data hygiene and organization of financial information
• Accounts Payable Support
  • Assist in processing and tracking invoices and vendor payments
  • Ensure bills and expenses are properly logged and documented
  • Coordinate payment schedules based on client instructions
  • Maintain records of outstanding payables
• Accounts Receivable Support
  • Track incoming payments and customer invoices
  • Update records on payment status and outstanding balances
  • Assist in sending payment reminders based on client workflows
  • Ensure accurate reconciliation of incoming funds
• Bank & Transaction Reconciliation Support
  • Assist in matching transactions with bank statements and records
  • Identify and flag discrepancies for review
  • Support routine reconciliation processes under guidance
  • Maintain accuracy in financial reporting inputs
• Financial Documentation & Organization
  • Organize receipts, invoices, and financial documents
  • Maintain structured filing systems for financial records
  • Ensure documentation is accessible and properly categorized
  • Support audit-ready organization of financial data
• Reporting Support
  • Assist in preparing basic financial summaries or reports
  • Support data compilation for accountants or finance leads
  • Help maintain tracking sheets and financial dashboards
  • Ensure reporting inputs are accurate and updated

Scope Flexibility (Important)

This is a pooled role. While the core responsibilities above remain consistent, specific tools, accounting systems, and workflows may vary depending on the client you are assigned to. You may be placed in roles supporting:

• Service-based businesses managing recurring revenue and expenses
• E-commerce businesses with high transaction volume
• Property management companies handling multiple accounts
• Agencies or consulting firms with project-based billing structures

Candidates who demonstrate strong performance may be considered for more advanced finance support or operations roles over time. Once matched, you will be onboarded into a specific client environment with a clearly defined financial workflow, tools, and reporting structure. Depending on client requirements and role allocation, some placements may operate on reduced or adjusted weekly hours. Final workload and schedule will be confirmed during client matching and onboarding.

Qualifications

• Experience in bookkeeping, accounting support, or financial admin roles
• Strong attention to detail and numerical accuracy
• Familiarity with basic accounting principles (debits, credits, categorization)
• Experience working with financial systems or spreadsheets
• High level of integrity and discretion with financial data
• Ability to follow structured processes precisely

Tech Stack Familiarity (Preferred)

• Accounting Software (QuickBooks, Xero, Wave, or similar)
• Spreadsheet Tools (Google Sheets, Excel)
• Expense Tracking Tools or systems
• Project Management Tools (Asana, ClickUp, Trello, Notion)
• Basic CRM or invoicing tools is a plus

Work Ethic

• Extremely detail-oriented and accuracy-focused
• Highly reliable with consistent execution
• Strong sense of responsibility and confidentiality
• Organized and structured in approach to work
• Comfortable working with repetitive, precision-based tasks

Client-Specific Requirements

Each client may have specific accounting tools, financial processes, and reporting structures. We carefully match candidates based on their experience and strengths and will align with you prior to any client endorsement to ensure a strong fit.