About this role
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