Virtual assistant - Business Operations, Billing & Bookkeeping (multiple entities)

# Business Operations, Billing & Bookkeeping Virtual Assistant We are looking for a highly organized, detail-oriented virtual assistant to help manage the daily administrative and financial operations of several growing small businesses. Our businesses include telecommunications, low-voltage services, painting, flooring, pressure washing, construction-related services, and other projects. This is not a basic data-entry position. We need someone who can learn how our businesses operate, follow up with employees, identify missing information, keep the owners organized, and make sure completed work does not go unbilled. ## Primary Responsibilities ### Billing and Invoice Tracking * Review employee and crew activity to determine what work was completed. * Make sure completed service calls, projects, labor, materials, fees, and additional work are properly documented and invoiced. * Maintain a list of completed work that has not yet been invoiced. * Follow up with employees for missing hours, job notes, materials, receipts, photos, and other information. * Track customer deposits, progress payments, final payments, and outstanding balances. * Help prepare invoices and billing information for owner approval. * Review recurring customer billing to help ensure nothing is missed. ### Basic Bookkeeping and Expense Management * Categorize bank and credit-card transactions into the appropriate expense categories. * Enter receipts, expenses, vendor charges, fees, and payments into QuickBooks Online, spreadsheets, or other bookkeeping systems. * Match receipts and supporting documentation to transactions. * Identify transactions and charges that need clarification from the owners. * Maintain accurate records across multiple businesses. * Help organize financial information for our accountant or professional bookkeeper. * Assist with basic account reconciliation and financial record cleanup as experience allows. * This position will not initially be responsible for filing taxes, preparing formal financial statements, or providing professional accounting advice. ### Bill and Payment Scheduling * Maintain a calendar of bills, subscriptions, insurance payments, vendor payments, loans, utilities, and other recurring expenses. * Notify the owners of upcoming payments. * Confirm that scheduled bills have been paid. * Identify duplicate, unexpected, or unusually high charges. * Maintain a clear list of upcoming cash requirements. ### Daily Operations and Owner Support * Prepare a daily follow-up and action list for the business owners. * Track estimates, upcoming jobs, material orders, customer follow-ups, employee assignments, and deadlines. * Follow up with employees to confirm job status and collect required information. * Keep track of decisions that the owners need to make. * Help coordinate schedules, appointments, material pickups, and customer communications. * Organize information from text messages, emails, spreadsheets, job-management systems, and employee updates. ### Spreadsheet and Cost Tracking * Enter labor, material, subcontractor, equipment, and other project costs into spreadsheets. * Compare estimated costs with actual costs. * Help track revenue, expenses, and expected profit by project. * Maintain organized reports that are easy for the owners to review. * Help create and improve spreadsheets and repeatable processes as the position develops. ## Daily Reporting The selected candidate will provide a concise daily report that includes: * Items requiring owner approval or action * Work completed but not yet invoiced * Missing employee documentation * Invoices ready to send * Outstanding customer balances * Upcoming bills and payments * Jobs or estimates requiring follow-up * Transactions requiring clarification * Important deadlines or scheduling issues ## Required Qualifications * Excellent spoken and written English * Strong attention to detail * Experience with invoicing, billing, bookkeeping support, or business administration * Comfortable using Google Sheets or Microsoft Excel * Able to work independently and follow through without constant supervision * Comfortable following up repeatedly when employees have not provided required information * Able to manage confidential financial and business information * Reliable internet connection * Availability for at least four working hours overlapping with the U.S. Eastern Time Zone * Able to manage multiple companies and keep their information separate ## Preferred Experience Some previous experience using **QuickBooks Online is strongly preferred**. The candidate does not need to be a certified accountant or expert-level bookkeeper, but should be comfortable navigating QuickBooks and performing basic bookkeeping tasks. Experience with the following is also helpful: * Categorizing income and expenses in QuickBooks Online * Entering bills, expenses, invoices, and customer payments * Matching bank and credit-card transactions * Basic account reconciliation * Accounts receivable and accounts payable * Google Workspace * Microsoft Excel and Google Sheets * Jobber, Housecall Pro, Monday.com, ClickUp, Asana, or similar systems * Construction, home services, telecommunications, or field-service businesses * Project cost and profitability tracking * Creating standard operating procedures ## Ideal Candidate The ideal person is naturally organized, persistent, and comfortable asking questions. You should be the type of person who notices that a technician completed a service call but no invoice was created, an employee purchased materials but did not submit a receipt, or a project is finished but the final payment has not been requested. We need someone who does not simply wait for instructions. We want someone who identifies missing information, follows up, and keeps issues moving toward completion. ## Schedule and Compensation * Approximately 20–30 hours per week to start * Opportunity to grow into a full-time, long-term position * Budget: $10–$18 per hour, depending on experience * At least four hours of daily overlap with U.S. Eastern Time preferred * Long-term opportunity for the right person ## How to Apply Please begin your proposal with the words **“Nothing Goes Unbilled”** so we know you read the complete posting. In your proposal, please answer the following: 1. Describe your experience with invoicing, bookkeeping support, and tracking employee work. 2. Describe your experience using QuickBooks Online. What tasks have you performed inside QuickBooks? 3. Which spreadsheet, project-management, and job-management systems have you used? 4. How would you determine whether employee work was completed but never invoiced? 5. What would you include in a daily owner action report? 6. What hours are you available in U.S. Eastern Time? 7. Describe a time when you identified a financial or operational issue before the business owner noticed it. Candidates who do not answer these questions will not be considered.