About the Business
You will be supporting a CPA who serves as CFO of a family-owned construction firm while also running a newly launched furniture retail store. The businesses are growing quickly, and the owner needs a trusted accounting partner who can take the day-to-day financial load off their plate — freeing them to focus on leadership and business development. There are also rental property entities in the mix, adding variety to the books you will manage.
Overview
We are seeking a meticulous and experienced Accounting Virtual Assistant to support a business owner managing finances across multiple entities. This is a full-time, long-term role for someone who can step in immediately and take confident ownership of day-to-day accounting operations with minimal supervision.
This is not a generalist admin role. You must have direct, hands-on experience with QuickBooks Online, Ramp, and Gusto. If you are not already proficient in all three, this is not the right fit.
Key Responsibilities
Bookkeeping & Financial Management (CORE)
- Manage day-to-day bookkeeping across multiple entities in QuickBooks Online (QBO)
- Perform monthly bank and credit card reconciliations
- Handle accounts payable and receivable, including vendor and supplier billing
- Generate financial reports (P&L, balance sheet, cash flow) on a regular cadence
- Maintain organised, audit-ready financial records and documentation
Expense & Card Management
- Administer corporate card spending and expense management via Ramp
- Review and categorise transactions, enforce spend policies, and flag discrepancies
- Ensure expenses sync accurately with QBO
Payroll & HR Administration
- Process payroll and manage employee records in Gusto
- Support onboarding of new employees and contractors within Gusto
- Manage pay schedules and ensure timely, accurate payroll runs
Reporting & Operations
- Track financial KPIs and assist with reporting as needed
- Provide regular summaries and flag anything requiring the owner's attention
- Handle ad hoc accounting, admin, and financial tasks as they arise
Requirements (MUST-HAVE)
- 3+ years of experience in a bookkeeping, accounting VA, or finance support role
- Hands-on, proven proficiency in QuickBooks Online (QBO) — ESSENTIAL
- Direct experience using Ramp for expense and corporate card management — ESSENTIAL
- Working knowledge of Gusto for payroll processing and employee administration — ESSENTIAL
- Comfortable managing finances across multiple entities simultaneously
- Strong attention to detail with a high standard of accuracy
- Fluent English — written and verbal
- Able to work independently, take initiative, and meet deadlines without hand-holding
- Available to start immediately and commit to a full-time, long-term engagement
Non-Negotiables
Candidates must have real, verifiable experience with all three of the following:
- QuickBooks Online (QBO)
- Ramp
- Gusto
Nice to Have
- Experience supporting a U.S.-based business remotely
- Familiarity with accounting for real estate or rental properties
- Exposure to construction industry financials
- QuickBooks ProAdvisor certification or equivalent bookkeeping qualification
- Experience with other finance tools (e.g., Bill.com, Stripe, Expensify)
Working Style
- Comfortable managing multiple entities and varied financial tasks
- Proactive — flags issues before they become problems
- Trustworthy with sensitive financial data
- Thrives with autonomy and clear SOPs
- Early riser preferred — owner works from approximately 5:00 AM CT
