Virtual Assistant (Finance & Operations)

Employment Type: Full time, independent contractor
Work Model: Remote
Work Hours: US work hours

Role Summary

We are seeking a highly dependable, process-driven Virtual Assistant (Finance & Operations) to take ownership of a large portion of our recurring financial, operational, and administrative workflows across both of our business units.

This is not a basic “task taker” role. We are looking for an independent, detail-oriented operator capable of managing recurring workflows autonomously after onboarding. The business already has strong SOPs, training documentation, templates, and systems in place; your mission is to execute these frameworks consistently while proactively helping to improve our internal processes over time.

Why This Role Matters

This position is a core operational support function designed to:

Keep critical accounting and operational workflows moving smoothly without delays.
Reduce administrative bottlenecks and improve weekly process tracking.
Ensure all compliance items, billing deadlines, and documentation do not fall through the cracks.
Free up senior team members to focus exclusively on high-level growth priorities.

Key Responsibilities

Tier 1: Daily & Weekly Finance Operations (Highest Priority)

Accounts Payable: Enter and categorize bills inside QuickBooks Desktop and Bill.com, maintain digital vendor records, attach backup documentation, and prepare payment runs for final approval.
Bill.com Management: Manage AP routing pipelines, monitor invoice tracking, and handle end-to-end vendor management workflows.
Payroll & Invoicing: Gather and clean timekeeping logs, prepare error-checked payroll packets, and assemble client invoices from pre-built templates with all supporting materials attached.
Contracts & Compliance: Assemble project contract packets, confirm required legal documentation, prepare compliance/pre-lien packets, and strictly track submission deadlines.
Meeting Preparation: Draft weekly leadership meeting agendas from templates, compiling open action items and supporting operational links.

Tier 2: Monthly Financial Systems Support

Revenue Tracking: Update internal revenue tracking tabs and reporting sheets, verifying data accuracy and flagging missing pieces to leadership.
Reconciliation Support: Prepare initial statements and ledger reconciliations, maintain transaction logs, and track discrepancies.
Manual Entry Prep: Compile supporting documentation for accounting entries, routing them to senior leadership for formal approval and posting.

Tier 3 & 4: Operational Administration & Ad-Hoc Coordination

Project Support: Coordinate photography scheduling, create plumbing spec sheets from templates, and maintain bid opportunity tracking systems.
HR & Compliance Admin: Prepare new-hire onboarding checklists and maintain up-to-date city business license renewal logs.
Logistics Coordination: Book team travel, manage per-diem logs, coordinate delivery schedules, update project trackers, and systematically request Certificates of Insurance (COIs).

Required Skills & Qualifications

Experience: 2–3+ years of professional experience handling bookkeeping, corporate finance operations, or administrative workflows in a remote setting.
Technical Stack: Direct, hands-on experience with QuickBooks Desktop and Bill.com is strongly preferred. High proficiency with Google Workspace, Salesforce, and Trello is a plus.
Industry Context: Previous experience supporting construction, contractor, or project-based businesses is highly advantageous.
Traits: Extremely detail-oriented, deadline-driven, and comfortable following rigorous SOPs and checklists. You must be proactive about identifying missing information and chasing down data gaps.
Communication: Exceptional written English communication skills with a professional, responsive remote presence.

Important Role Guardrails

This role is built entirely around operational preparation, tracking, and execution. You will not have the final authority over releasing corporate payments, submitting final payroll batches, or approving compliance filings. Your job is to Prepare, Track, and Follow up, escalating anomalies early.

First 2 Weeks Expectations

Within your first 14 days, you will be expected to rapidly onboard and actively begin executing:

Accounts payable entry and Bill.com workflows.
Payroll packet compilation and invoice tracking.
Weekly meeting agenda drafting and compliance documentation tracking.
Revenue ledger updates and administrative tracker maintenance.

Virtual Assistant (Finance & Operations) - 60530688849