Bookkeeping Admin Assistant
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Job Description
Virtual Assistant supporting billing, bookkeeping, and administrative operations for a seasonal service-based business. Main goal: assist owner with backend tasks for business growth.
Responsibilities:
- Customer Onboarding: Set up new customers in billing and payment systems.
- Payment Processing: Enter and update customer credit card information securely; send invoices and ensure correct weekly or monthly billing.
- Collections & Follow-ups: Proactively follow up on declined payments and contact customers via phone or email to obtain updated payment details.
- Bookkeeping: Perform basic bookkeeping tasks and record transactions accurately in QuickBooks Desktop.
- Data Management: Manage billing data using Invoice2Go and maintain updated customer lists using Google Sheets.
- Business Admin: Handle administrative backend tasks such as registrations, insurance documents, and general records.
- Communication: Make outbound calls to customers regarding billing questions or payment issues as needed.
- Ad-Hoc Support: Support additional administrative tasks and rental property information management as assigned.
Requirements:
- Highly fluent English (spoken and written) for professional customer interaction.
- Hands-on experience using QuickBooks Online (knowledge of Desktop is a plus, but Online is the primary tool).
- Strong experience with Google Workspace (especially Google Sheets).
- Comfortable and responsible when working with sensitive customer billing and credit card information.
- Comfortable making phone calls to US-based customers when required.
- High attention to detail, accuracy, and a strong sense of confidentiality and trust.
- Nice to Have: Experience using Invoice2Go or similar invoicing platforms.
- Nice to Have: Experience working with seasonal or service-based businesses.
- Nice to Have: Basic understanding of collections and accounts receivable.
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