Virtual Assistant – Certified Payroll, QuickBooks & Executive Support

Virtual Assistant – Payroll, QuickBooks & Executive Support Part-Time | 20 Hours/Week | Opportunity to Grow to 30 Hours/Week We are looking for a highly organized, dependable, and detail-oriented Virtual Assistant to join our growing team. This role is primarily focused on payroll, QuickBooks Online, prevailing wage administration, and executive support, with opportunities to expand into government contracting, business development, and bid preparation as you become familiar with our company and processes. We are looking for someone who is not just a task completer, but someone who can take ownership, stay organized, communicate proactively, and grow into a valuable long-term member of our team. Responsibilities Payroll, QuickBooks & Accounting Support * Assist with payroll processing and payroll administration * Work extensively in QuickBooks Online and QBO Payroll * Maintain accurate payroll and employee records * Assist with payroll reports, reconciliations, timekeeping, and payroll documentation Certified Payroll** preparation and submission * Assist with prevailing wage payroll, including reviewing wage classifications, rates, fringe benefits, and supporting documentation * Research payroll and prevailing wage questions as needed * Identify discrepancies and follow up on missing or incorrect information * Maintain organized accounting and payroll documentation * Assist with other accounting-related administrative tasks **Strong hands-on experience with QBO Payroll and Certified/Prevailing Wage Payroll is highly preferred.** Executive & Administrative Support Provide day-to-day administrative support to company leadership, with particular support for Ricardo, our Director of Business Development Responsibilities may include: * Manage and maintain Ricardo's calendar * Schedule meetings, calls, and appointments * Coordinate reminders and follow-ups * Track deadlines, commitments, and action items * Organize documents and information * Assist with general executive and administrative responsibilities * Help keep leadership organized and prepared Government Contracting & Business Development Support As you become familiar with the business, you will also provide support with: * Searching for government bids, RFPs, IFBs, RFQs, and contract opportunities** * Conducting basic research to identify opportunities that may fit our services * Tracking deadlines and procurement information * Following up with potential clients, contractors, and government contacts * Researching business development events, networking opportunities, conferences, and procurement events * Supporting lead and relationship follow-up * Maintaining information in our **GoHighLevel CRM** **You do not need to be an expert in government contracting to apply.** We can train the right candidate on our processes. Strong research skills, attention to detail, and the ability to learn quickly are more important. Bid Preparation Support – Future Responsibility As you develop your knowledge of our business and government contracting processes, this position is expected to grow into bid and proposal preparation support. This may include: * Organizing bid documents and requirements * Reviewing solicitation requirements and deadlines * Completing and maintaining bid checklists * Supporting pricing and proposal preparation * Gathering required company documentation * Formatting and organizing proposal submissions * Coordinating information needed from internal team members * Assisting with final bid submission preparation Experience with government bids or proposals is a plus, but not required at the start. Systems You'll Use * **QuickBooks Online / QBO Payroll** * **Google Workspace** – Gmail, Drive, Docs, Sheets, Calendar * **GoHighLevel CRM** * **Slack** * Government procurement websites and online research tools Ideal Candidate The ideal candidate has a strong background in accounting, payroll, bookkeeping, or administrative support and is comfortable taking on additional responsibilities as they learn the business. You should be: * Highly organized and detail-oriented * Experienced with payroll and accounting administration * Comfortable working in **QuickBooks Online** * Ideally experienced with **Certified Payroll and/or prevailing wage** * Reliable and responsive * Strong in written and verbal communication * Comfortable working independently * Proactive about identifying issues and following through * Comfortable supporting executives and managing confidential information * Tech-savvy and able to learn new systems quickly * Comfortable researching information online * Interested in developing into a broader operations and business support role **A strong accounting/payroll professional with some government contracting experience can be an excellent fit.** We are willing to train the right person on government procurement, bid research, and our internal processes. Hours & Growth * **20 hours per week for the first 30 days** * Potential to increase to **30 hours per week between days 30–60**, based on performance, reliability, and business needs * Long-term opportunity for the right person * Two brief daily check-ins * Must be responsive through Slack and available for huddles and/or virtual meetings during scheduled working hours How to Apply Please include: 1. A brief introduction and summary of your relevant experience 2. Your experience with **QuickBooks Online Payroll** 3. Your experience with **Certified Payroll and/or prevailing wage** 4. The types of companies or industries where you gained that experience 5. Your experience providing executive or administrative support 6. Your experience with Google Workspace, GoHighLevel, and/or Slack 7. Your hourly rate 8. Your time zone and general availability 9. A brief example of a payroll, accounting, or administrative responsibility you managed independently Why Join Us? This is an opportunity to grow beyond a traditional VA role. The position is designed to evolve into a trusted operational support role with responsibility across payroll, accounting administration, executive support, government contracting, and eventually bid/proposal preparation. We're looking for someone who is dependable, sharp, organized, proactive, and takes pride in getting the details right.