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Bookkeeping Virtual Assistant

Offshore Virtual Assistants, a very respected Australian outsourcing company is looking for an Experienced Bookkeeping Virtual Assistant for our Client who runs a successful bookkeeping business in AU. The successful candidate also provides management reporting and financial education to small businesses. —a great opportunity to work in this varied role.

Duties and Responsibilities: 

PRIMARY ROLE 

Bookkeeping tasks and administration

  • Xero bookkeeping tasks – bank reconciliations, debtor and creditor reconciliations.
  • Checking Australian Tax Office (ATO) lodgements and due dates for follow-ups, especially Superannuation due dates
  • Checking Balance sheet items iei.e.ccruals, prepayments, ATO clearing accounts, suspense, wages reconciliations, end-of-year financial journals, superannuation accounts reconciliations
  • Processing bank feed transactions in Xero by coding to the correct category
  • Payroll and Job allocations for time spent ( construction industry clients)
  • Update supplier contacts in Client Xero files to ensure all details are complete including address and ABN 
  • Set up new clients and jobs in Xero Practice Manager
  • Managing Hubdoc where required and pushing transactions across to Xero and updating
  • Flagging transactions you are unsure of or have no receipt
  • Chase clients for bank statements and prepare answers to queries
  • Diary, calendar and email management and incoming phone calls
  • Manage filing system in Dropbox/Clickup to ensure everything is correctly labelled and archived as required
  • Manage and oversee task lists in the ClickUp project management system 
  • Helping to build SOP and process documentation for the office
  • Coordinate ClickUp and workflow for the team
  • tracking time in time sheets using T sheets

SECONDARY ROLE

Office Administration tasks

  • Customer Service via email management 
  • Formatting documents
  • Attend Zoom meetings with the clients and take notes and prepare emails of action items
  • For phone calls enter notes into ClickUp that the Client has dictated.
  • Manage client Xmas presents
  • Send out cards
  • Professional development seminar and conference registrations
  • Review ICB membership webinars and register so keep on top of CPE requirements and training
  • Networking event registrations
  • Respond to initial sales enquiries
  • Follow up sales leads and proposals

EXTRA STRETCH ROLE IF TIME PERMITS

MARKETING TASKS

LinkedIn 

  • Manage LinkedIn messages, work on building social media profiles using Linkedin and Instagram
  • Monitor business Facebook page messages and respond if necessary
  • Flag Facebook posts that I am tagged or recommended in

Website

  • Work on blogs for upcoming posts
  • Upload blog posts to the website and other channels
  • Send website update requests to Web developer 
  • Monitor performance of website and report to me

OTHER DUTIES as required to assist in the growth of the company

Industry-related experience: 

Previous experience working for an Australian accountant or bookkeeping business will be highly regarded 

Personal Qualities: 

  • Excellent verbal and written communication skills – with internal and external customers
  • Ability to effectively prioritise work tasks to meet deadlines
  • Ability to work independently and to carry out assignments to completion following processes and procedures 
  • Enjoy self-learning new tasks and getting out of your comfort zone
  • Innovation in having the ability to look for better ways to do things
  • Value lifelong learning
  • Sense of humour
  • Honesty and integrity in doing what you say you will do. Don’t promise something you can’t deliver
  • Not afraid to learn from mistakes and admit if you don’t know how to do something

Required Qualifications:

  • Degree in Business or accounting or equivalent 
  • At least 2 years of Industry experience in bookkeeping 
  • Must be available to work during Australian Eastern Standard Time business hours from 9 AM- 6 PM or 7 AM-4 PM Philippine time. Willing to allow for flexible hours once established in the role

Tools and Software:

  • Xero and Practice Manager
  • MYOB Account Right
  • Quickbooks (QBO)
  • Hubdoc integration and syncing to Xero
  • Project Manager – Clickup 
  • T-sheets
  • Dropbox
  • Knowledge of Excel