Bookkeeping & Administrative Virtual Assistant

This is a remote position.

Business: UK-based bookkeeping and accounting practice

Business Location: United Kingdom

About the Client

The founder of a growing UK-based bookkeeping and accounting practice. Having transitioned to full-time self-employment in early 2025, he has been steadily expanding his client base and anticipates needing additional support as his business grows.

His practice provides bookkeeping and accounting services to a varied client portfolio, including limited companies and sole traders, with different requirements depending on their business structure and VAT registration status.

Daneon takes a relationship-driven approach to his business. He values building trust with clients, understanding their individual circumstances, and providing support beyond transactional bookkeeping.

He is looking for a reliable, proactive, and personable Virtual Assistant who can help manage bookkeeping workflows, client onboarding, administrative responsibilities, and selected business development activities.

Role Overview

The Bookkeeping & Administrative Virtual Assistant will support the day-to-day operations of Daneon's accounting practice by managing routine bookkeeping activities, coordinating client documentation, maintaining accurate financial records, and providing administrative and communication support.

The successful candidate should have a solid understanding of bookkeeping principles and be comfortable working with double-entry bookkeeping, bank reconciliation, and trial balances.

The role will also involve monitoring the client's inbox, following up on outstanding client information, helping maintain compliance-related documentation, and identifying potential business opportunities through targeted outreach.

The VA will work closely with Daneon, following his established processes and instructions. Daneon will retain responsibility for client meetings, higher-level accounting review, and decisions requiring his professional judgment.

Key Responsibilities

1. Bookkeeping and Financial Administration

• Perform day-to-day bookkeeping tasks for multiple clients at different stages of their accounting workflows.
  
• Maintain accurate and organized financial records.
  
• Process and categorize financial transactions in the relevant accounting software.
  
• Perform bank reconciliations and investigate discrepancies.
  
• Apply double-entry bookkeeping principles and maintain appropriate supporting records.
  
• Collect, organize, and review bank statements, sales and purchase invoices, receipts, and other financial documentation.
  
• Follow up with clients to obtain missing records or clarify incomplete information.
  
• Assist with bookkeeping cleanup and organizing records received from previous accountants or bookkeepers.
  
• Prepare bookkeeping records up to trial balance level for Daneon's review and further accounting work.
  
• Keep client records updated and ensure work is completed accurately and within agreed deadlines.
  
• Flag discrepancies, unusual transactions, incomplete information, or issues requiring Daneon's attention.
  

2. Client Onboarding and Documentation

• Coordinate the onboarding of new clients and maintain an organized onboarding process.
  
• Request and collect client identification and relevant supporting documentation.
  
• Assist with client due diligence and maintain records of required checks and documentation.
  
• Help coordinate the process of connecting clients with Daneon's HMRC agent account, following his instructions and approved procedures.
  
• Track outstanding onboarding requirements and follow up with clients when information is missing.
  
• Request and organize records from previous accountants, including financial statements and supporting documents.
  
• Maintain accurate client files and onboarding trackers.
  
• Monitor outstanding items and ensure each client is ready for the next stage of the bookkeeping process.
  
• Escalate missing documentation, compliance concerns, or issues that require professional review.
  

3. Client Communication and Relationship Support

• Assist with routine client communications via email and other agreed channels.
  
• Respond to straightforward client queries using approved information and guidance.
  
• Follow up on outstanding documents, bookkeeping information, and other client requirements.
  
• Keep track of client requests and ensure important matters are addressed promptly.
  
• Maintain a professional, warm, and approachable communication style consistent with Daneon's relationship-focused approach.
  
• Build familiarity with individual client circumstances, communication preferences, and ongoing requirements.
  
• Identify messages requiring Daneon's direct input and bring them to his attention.
  
• Help coordinate quarterly client meetings by managing scheduling, preparing documentation, and organizing relevant information as requested.
  

Note: Daneon expects to lead client meetings himself, including quarterly discussions about cash flow, potential savings, and future expenditure.

4. Email and Inbox Management

• Monitor and organize Daneon's inbox to keep important communications visible and manageable.
  
• Identify urgent client messages, deadlines, requests, and business-critical correspondence.
  
• Flag priority emails and summarize items requiring Daneon's attention.
  
• Respond to routine inquiries where authorized and where the answer is clear.
  
• Track messages awaiting a response or follow-up.
  
• Help ensure that important client communications are not missed when Daneon is away from his desk.
  
• Maintain a professional tone and exercise sound judgment when handling confidential correspondence.
  

The VA should understand when to respond independently and when to escalate an email to Daneon.

5. Compliance and Administrative Coordination

• Help maintain up-to-date client documentation and internal records.
  
• Track relevant due diligence requirements, outstanding documentation, and review dates.
  
• Assist with monitoring applicable UK accounting, tax, and regulatory updates using sources designated by Daneon.
  
• Bring potentially relevant legislative changes or compliance updates to Daneon's attention for review.
  
• Maintain administrative trackers for deadlines, client requirements, and outstanding actions.
  
• Support the preparation and organization of records needed for tax and year-end accounting work.
  
• Follow established procedures and confidentiality requirements when handling financial and personal information.
  

The VA will provide administrative and research support rather than independently interpreting legislation, providing tax advice, or making professional compliance decisions.

6. Business Development and Outreach Support

• Assist with identifying potential clients in industries or business categories agreed upon with Daneon.
  
• Research relevant companies and prospective clients that may benefit from bookkeeping services.
  
• Compile and maintain prospect lists and relevant contact information from appropriate sources.
  
• Support targeted outreach through approved email or other communication channels.
  
• Help track outreach activity, responses, follow-ups, and potential leads.
  
• Maintain organized records of business development activities and opportunities.
  
• Support efforts to increase awareness of the business and expand its client base.
  

Outreach priorities, messaging, target industries, and any required approval process will be established with Daneon.

7. Workflow and General Administrative Support

• Manage task lists and maintain visibility over multiple clients and ongoing assignments.
  
• Track the status of bookkeeping work, outstanding documents, and next steps for each client.
  
• Maintain organized digital folders and supporting records.
  
• Assist with scheduling, reminders, and general administrative coordination as needed.
  
• Help improve the consistency and organization of recurring workflows.
  
• Communicate progress, potential delays, and issues proactively.
  
• Follow established procedures while suggesting practical improvements where appropriate.
  

Required Skills and Qualifications

Essential Requirements

• Demonstrable experience in bookkeeping or a similar accounting support role.
  
• A sound understanding of double-entry bookkeeping principles.
  
• Practical knowledge of bank reconciliation and transaction categorization.
  
• Understanding of trial balances and how bookkeeping records progress through an accounting workflow.
  
• Experience using accounting software to maintain financial records.
  
• Strong attention to detail and a commitment to accuracy.
  
• Good written and verbal English communication skills.
  
• Ability to manage multiple clients and tasks with different deadlines.
  
• Strong organizational, documentation, and follow-up skills.
  
• Ability to work independently, prioritize tasks, and recognize when to escalate issues.
  
• Professional judgment when handling confidential financial and personal information.
  
• A personable, client-focused approach and willingness to learn the client's business and individual client relationships.
  

Preferred Technical Skills

Experience with the following accounting platforms is highly desirable:

• FreeAgent — preferred familiarity with the client's bookkeeping and accounting workflows.
  
• Xero — experience maintaining accounting records and performing reconciliations.
  
• Sage — familiarity with bookkeeping and financial record management.
  

QuickBooks experience may be useful for handling existing client records, but Daneon expressed a preference for other platforms and does not want QuickBooks to be the default system for his workflows.

Additional experience with spreadsheets, email management, document organization, and client onboarding trackers would be beneficial.

Candidates should be comfortable learning the client's specific processes and working across different accounting systems depending on individual client requirements.

Personal Attributes and Working Style

Daneon places significant importance on personality, communication, and the quality of the working relationship.

The ideal candidate should be:

• Warm and personable: Approachable, polite, and comfortable communicating with clients.
  
• Relationship-oriented: Interested in understanding clients as people, not simply processing transactions.
  
• Proactive: Able to identify missing information, outstanding actions, and matters requiring attention.
  
• Detail-oriented: Careful and consistent when handling financial records and client documentation.
  
• Receptive to feedback: Willing to learn Daneon's preferred processes and adapt to his working style.
  
• Dependable: Consistent in completing tasks, meeting deadlines, and communicating progress.
  
• Professional and discreet: Able to maintain confidentiality and handle sensitive information responsibly.
  
• Self-motivated: Enjoys the work and takes ownership of assigned responsibilities.
  

Daneon would like to meet shortlisted candidates personally before making a hiring decision. He wants to assess their communication style, personality, understanding of his business, and willingness to contribute to his goals.

Working Arrangement and Expected Hours

• Minimum commitment of 10 hours per week.
  
• An initial arrangement of approximately two hours per business day may suit the current requirement.
  
• The VA should preferably work in alignment with UK business hours.
  
• Flexibility around scheduling may be possible, subject to agreement with Daneon and the candidate.
  
• Any work beyond the agreed hours must be approved in advance.
  
• The role is intended to provide ongoing support as the business grows.
  
• Workload and responsibilities may increase as Daneon's client portfolio expands.
  

Confidentiality and Data Security

The role involves access to sensitive client financial records, personal identification documents, business information, and correspondence.

The successful candidate must:

• Sign the applicable confidentiality agreement and non-disclosure agreement.
  
• Follow the agency's and client's agreed data security procedures.
  
• Use only authorized systems, accounts, and approved methods of file transfer.
  
• Keep client information confidential and avoid unauthorized disclosure or copying.
  
• Follow instructions regarding account access, credentials, document storage, and data handling.
  
• Report any suspected data security incident or unauthorized access promptly.
  

The client's security and access requirements should be confirmed before onboarding.

Initial Priorities

During the first month, the VA is expected to:

1. Become familiar with Daneon's business, client portfolio, workflows, and communication preferences.
   
2. Learn how client onboarding and due diligence documentation are managed.
   
3. Understand the bookkeeping workflow and the use of FreeAgent, Xero, and Sage.
   
4. Begin supporting reconciliations, bookkeeping records, and preparation of trial balances for review.
   
5. Establish a reliable system for tracking client documents, outstanding requests, and work in progress.
   
6. Assist with inbox management and identifying priority client communications.
   
7. Agree on a manageable approach to prospect research and outreach, if prioritized by Daneon.
   

Specific performance measures and workload targets will be agreed upon during onboarding.

Measures of Success

Success in the role may be evaluated through:

• Accuracy and completeness of bookkeeping records.
  
• Timely completion of reconciliations and preparation of trial balance records.
  
• Efficient collection of client documents and completion of onboarding steps.
  
• Clear visibility over outstanding client requests and work in progress.
  
• Prompt identification and escalation of important emails and issues.
  
• Professional and consistent client communication.
  
• Reliable delivery within agreed working hours and deadlines.
  
• Effective handling of confidential information.
  
• Contribution to organized workflows and business development support.
  

Engagement and Recruitment Process

• The role is not an immediate or urgent hire.
  
• Daneon is currently assessing his options and anticipates moving forward around January to early February 2027.
  
• The agency will prepare and shortlist candidates based on the agreed requirements.
  
• Daneon would like to review candidate profiles and interview prospective VAs personally.
  
• The first month is intended to allow for onboarding, familiarization, and assessment of the working relationship.
  

The final start date, working schedule, specific task allocation, and any additional requirements will be confirmed before engagement.