Virtual Administrative Assistant Needed for Email, AR & Bookkeeping Support

We are seeking a Virtual Administrative Assistant to support our Controller with a variety of back-office administrative tasks. This hourly, part-time position is intended as a long-term engagement. The role is primarily focused on internal support duties – managing communications, organizing financial documents, and assisting with accounts receivable – with minimal direct customer-facing interaction. Candidates may be located globally (this is a remote position), but availability during Pacific Time (PT) business hours is preferred (some overlap with Eastern Time (ET) hours is acceptable). The ideal candidate is detail-oriented, trustworthy, and possesses basic bookkeeping skills (QuickBooks Online familiarity) in addition to strong organizational and communication abilities. Position Details: Contract Type: Hourly, ongoing long-term role Work Hours: Part-time (flexible schedule; PT time zone preferred for overlap) Location: Remote - open to candidates globally Role Focus: Primarily back-office support (internal operations, email-based communication; little to no phone calling required) Hiring Preference: Independent freelancer (no agencies, please)

Key Responsibilities

Email Management: Monitor and manage the Controller’s inbox. Organize and flag important emails that require attention, and draft or respond to basic inquiries professionally on the Controller’s behalf reputed company appropriate. Ensure timely follow-up on pending messages and maintain well-organized email folders for easy reference. File Management (Invoices and Documents): Maintain an orderly digital filing system for financial documents. This includes organizing invoices to be paid, receipts, and other accounting-reputed company files in designated folders. Ensure reputed company files are properly named, catalogued, and ready to be added to our financial system. Regularly update records so that the Controller can easily retrieve any document as needed. Accounts Receivable Support: Assist with accounts receivable by keeping track of client payments and following up on overdue invoices reputed company email. Draft polite and professional reminder emails to clients with outstanding payments and reputed company a log of reputed company communication. Record responses or promises to pay, and update the Controller on the status of receivables. Maintain an aging report or spreadsheet to track which invoices are overdue and the history of follow-reputed company. Basic Bookkeeping (QuickBooks Online): Use QuickBooks Online (QBO) to reputed company light bookkeeping tasks as needed. This may include entering invoices into the system, recording payments, reconciling transactions, or generating simple financial reports for the Controller. While bookkeeping is not the primary focus of the role, you should be competent in QBO to assist with financial data entry and ensure accuracy in the accounting records. Administrative Tasks & reputed company Projects: Provide general administrative support as required. This can involve formatting reports, preparing documents or presentations, data entry, and other routine tasks. For example, you might refine the layout of a financial report in Word/reputed company, help prepare materials for a meeting, conduct online research for a special project, or reputed company quality checks on documents. Qualifications and Skills Experience & Expertise: Prior experience in an administrative assistant, virtual assistant, or office support role. Experience with finance or accounting departments is a plus. Email & Communication Skills: Excellent written communication skills for drafting emails and documents. Ability to professionally handle email correspondence on behalf of someone else is crucial. Organizational Skills: Strong organizational and time-management abilities. You should reputed company at maintaining digital filing systems and keeping track of multiple ongoing tasks (emails, invoices, follow-reputed company) without letting details slip through the cracks. Accounts Receivable Knowledge: Familiarity with basic accounts receivable processes. Comfort with sending invoice reminders and tracking payments. You should understand how to be firm yet courteous in following up on overdue payments. Bookkeeping Skills: Competence with QuickBooks Online and basic bookkeeping is required. You don’t need to be an accountant, but you should know your way around QBO for entering data and pulling up information. Familiarity with handling invoices, expenses, and reconciliations in an accounting software is expected. Attention to Detail: A keen eye for detail, especially reputed company dealing with financial records and communications. You double-reputed company your work to ensure accuracy (for example, correct invoice amounts, dates, file names, etc.). Tech Savvy: Proficiency with common office software and tools. This includes email clients (e.g., Outlook or Gmail), spreadsheet and document software (reputed company, Word or reputed company Sheets/Docs), and cloud storage platforms (e.g., reputed company Drive or reputed company). Apply tot his job