Accounting & Bookkeeping Virtual Assistant

Client Industry: Waste Management / Disposal Services

Employment Type: Full-Time

Work Setup: Remote

Client Location: USA

Salary: Php60,000/monthly

Job Description

Role Summary

We are seeking a highly detail-oriented and organized Accounting & Bookkeeping Virtual Assistant to support the financial administration and bookkeeping operations of a growing disposal services company.

The role will primarily involve working in QuickBooks Online and the company's proprietary iCans platform to ensure financial transactions, expenses, receipts, and disposal records are complete, accurate, and properly documented.

The ideal candidate is comfortable working with financial records, reconciling transactions, identifying discrepancies, and following up on missing documentation.

Accuracy and consistency are critical, as the role directly supports month-end financial reporting and preparation for the company's CPA.

Project summary

We will recruit and place a full-time Accounting & Bookkeeping Virtual Assistant to support Precision Disposal's financial administration and bookkeeping processes. Working primarily in QuickBooks Online and the company's proprietary iCans platform, the VA will ensure every financial transaction is accurately documented, reconciled, and supported by the required receipts and disposal records.

Accounting & Bookkeeping Support

• Audit QuickBooks transactions to ensure every expense is supported by receipts
• Review and reconcile credit card transactions, debits, and expenses
• Verify proper expense categorization using established Chart of Accounts
• Maintain accurate financial documentation for month-end reporting
• Assist with bookkeeping preparation for the company's CPA

Receipt & Financial Documentation Management

• Verify disposal tickets and supporting documentation within iCans
• Monitor missing receipts and supporting financial records
• Follow up with drivers to obtain outstanding receipts in a timely manner
• Maintain organized digital records for audits and financial reconciliation
• Help ensure monthly financial records are complete before closing periods

iCans & Operational Support

• Utilize iCans to verify disposal records and operational documentation
• Cross-reference operational data with QuickBooks records
• Validate that every disposal has the required supporting documentation
• Maintain accurate operational and financial records across both systems

Communication & Follow-Up

• Communicate directly with drivers regarding missing receipts and documentation
• Send proactive reminders through email, phone, or text as appropriate
• Escalate unresolved financial discrepancies when required
• Shift from large monthly reconciliation lists to real-time issue resolution

Process Improvement & Administration

• Follow established bookkeeping procedures and internal SOPs
• Assist with documenting and improving accounting workflows
• Support continuous process improvements using AI and automation where appropriate
• Take ownership of assigned financial administration tasks while maintaining confidentiality and data accuracy

Key Responsibilities

Accounting & Bookkeeping Support

• Review and audit QuickBooks Online transactions for accuracy and completeness.
• Verify that expenses are supported by the appropriate receipts and documentation.
• Review and reconcile credit card transactions, debits, and other expenses.
• Verify that transactions are categorized correctly according to the established Chart of Accounts.
• Identify discrepancies, missing information, and unusual transactions for follow-up.
• Maintain organized financial records to support month-end reporting.
• Assist with bookkeeping preparation and documentation required by the company's CPA.
• Support recurring bookkeeping and financial administration tasks.

Receipt & Financial Documentation Management

• Review receipts and supporting documentation associated with financial transactions.
• Verify disposal tickets and related documentation within iCans.
• Monitor transactions for missing receipts or supporting records.
• Follow up with drivers and relevant team members to obtain outstanding documentation.
• Maintain organized digital records for reconciliation and audit purposes.
• Ensure financial records are complete and properly supported before month-end closing.

iCans & Operational Data Support

• Use iCans to review disposal records and supporting operational documentation.
• Cross-reference operational information between iCans and QuickBooks Online.
• Verify that disposal activity has the required supporting documentation.
• Identify inconsistencies between operational and financial records.
• Maintain accurate information across both systems.
• Escalate discrepancies that cannot be resolved through established procedures.

Communication & Follow-Up

• Communicate directly with drivers regarding missing receipts and documentation.
• Send timely reminders through email, phone, text, or other approved communication channels.
• Track outstanding documentation and follow-ups.
• Maintain clear records of requests and their resolution.
• Proactively address missing information rather than allowing issues to accumulate until month-end.
• Escalate unresolved or material financial discrepancies to the appropriate team member.

Process Improvement & Administration

• Follow established bookkeeping procedures, checklists, and SOPs.
• Assist with documenting recurring accounting and financial administration workflows.
• Identify opportunities to improve the accuracy and efficiency of bookkeeping processes.
• Support the use of AI and automation where appropriate to streamline repetitive administrative work.
• Help transition financial documentation processes toward more real-time issue identification and resolution.
• Take ownership of assigned financial administration tasks and ensure they are completed accurately and on time.

Core Requirements

• Previous experience in bookkeeping, accounting administration, finance administration, or a similar role.
• Strong written and spoken English communication skills.
• Excellent attention to detail and accuracy.
• Comfortable working with financial records and transactional data.
• Strong organizational and recordkeeping skills.
• Ability to identify discrepancies and follow issues through to resolution.
• Comfortable performing repetitive financial review and reconciliation tasks.
• Ability to communicate professionally with internal team members and drivers.
• Strong ability to follow established processes and SOPs.
• Ability to maintain confidentiality when handling financial information.
• Reliable internet connection and suitable remote work setup.

Technical Skills

Required

• QuickBooks Online
• Microsoft Excel or Google Sheets
• Digital receipt and document management
• Spreadsheet-based reconciliation
• Cloud-based file management
• Email and communication platforms

Strong Advantage

• Chart of Accounts and expense categorization
• Bank and credit card reconciliation
• Month-end bookkeeping processes
• CPA or accountant support
• Accounts payable processes
• Receipt management systems
• Fleet, logistics, waste management, or field-service software
• AI productivity tools such as ChatGPT
• Workflow automation platforms

Nice-to-Have

Work Ethic & Behavioral Expectations

• Previous experience supporting a Canadian or North American business.
• Experience working with QuickBooks Online on a regular basis.
• Experience preparing records for an external accountant or CPA.
• Experience with reconciliation and month-end close support.
• Experience working with field-service, transportation, logistics, or disposal businesses.
• Experience managing receipts and supporting documentation from field-based employees.
• Familiarity with financial audit preparation.
• Experience improving bookkeeping workflows or implementing automation.
• Basic understanding of Canadian bookkeeping practices.

• Extremely detail-oriented and careful with financial information.
• Reliable and consistent in completing recurring tasks.
• Organized and methodical when reviewing large volumes of transactions.
• Proactive about identifying missing information rather than waiting for issues to be discovered later.
• Comfortable following established processes and checklists.
• Persistent and professional when following up on outstanding documentation.
• Comfortable communicating directly with drivers and other internal team members.
• Able to distinguish between routine discrepancies that can be resolved independently and issues that require escalation.
• Trustworthy and discreet when handling confidential financial information.
• Comfortable with repetitive work while maintaining a consistently high level of accuracy.
• Interested in improving processes rather than simply completing individual tasks.
• Accountable for ensuring assigned records and documentation are complete.

Success Metrics

First 30 Days

• Become familiar with QuickBooks Online, iCans, the Chart of Accounts, and established bookkeeping procedures.
• Accurately review and categorize assigned financial transactions.
• Learn the process for verifying receipts and disposal documentation.
• Establish an effective process for identifying and following up on missing documentation.
• Demonstrate consistent accuracy and attention to detail.

Within 90 Days

• Independently manage routine transaction reviews and reconciliation activities.
• Consistently cross-reference QuickBooks and iCans records.
• Proactively identify and resolve missing receipts and supporting documentation.
• Maintain organized and complete financial records for month-end reporting.
• Reduce the volume of unresolved documentation issues carried into month-end.
• Support the preparation of accurate bookkeeping records for the company's CPA.

Ongoing Success

• Maintain accurate, complete, and well-supported financial records.
• Ensure transactions are properly documented and categorized.
• Identify and resolve documentation issues as close to real time as possible.
• Minimize recurring discrepancies and missing receipts.
• Keep QuickBooks and iCans records aligned and properly supported.
• Provide reliable bookkeeping support that reduces the administrative burden on internal management and the company's CPA.