Admin & Finance VA

About the role We're a marketing agency serving a network of dental clinics. Behind the marketing sits a steady stream of invoices, expenses, claims, and day-to-day admin that needs to be handled cleanly and on time. We're looking for an organized, detail-obsessed Admin & Finance VA to own that side of the business — invoicing, expense reconciliation, and general administrative support — so nothing slips and our records stay audit-ready. This is a role for someone who genuinely enjoys order: reconciling to the ringgit, chasing a mismatch until it's resolved, and keeping everything tidy without being asked twice. What you'll do Invoicing (QuickBooks Online) — create, send, and track client invoices; keep accounts receivable clean and follow up on outstanding payments Expense & claims reconciliation — collect receipts and claims each month, categorize them, reconcile against statements, and hand a clean, organized summary to our bookkeeper Maintain internal trackers — keep billing and ad-spend trackers accurate and up to date Billing-issue resolution — be first point of contact for billing errors or invoice queries raised by the team; investigate, resolve what you can, escalate the rest with clear notes General administrative support — document organization, data entry, scheduling help, sourcing quotes, and other ad-hoc admin as needed Records & bookkeeping prep — keep financial records organized and ready for the bookkeeper/accountant each month Must have QuickBooks Online experience — invoicing and reconciliation Solid bookkeeping / expense reconciliation experience Exceptional attention to detail and accuracy with numbers Highly organized, reliable, and discreet with financial information Clear written English and proactive communication Some working-hours overlap with Malaysia time (GMT+8) Nice to have Experience supporting a marketing / agency business Strong spreadsheet / Google Sheets skills Experience working alongside an external bookkeeper or accountant Engagement Part-time, ongoing, ~[10–15 hrs/week — adjust], with heavier load around month-end (invoicing + expense close). Long-term role for the right person. Budget: [set your rate range]. To apply Please include: In a few sentences, describe your process for reconciling a month of mixed business expenses from a pile of receipts against a bank statement — how you'd catch a missing or duplicate entry. Your QuickBooks Online experience — how long, and what you handled. Start your application with the word "RECONCILE" so we know you read this post. Applications that skip these will not be reviewed.