Virtual Admin Assistant – Accounting/Bookkeeping Firm (QBO Familiarity Required)

Overview

I run a small bookkeeping practice serving a mix of small business clients. I'm looking for a sharp, reliable virtual assistant to serve as the client-facing layer of my practice — handling inbound client communication, routing work to the right people, managing client meeting scheduling, and handling occasional document sends to third parties (banks, agencies, etc.).

This is a part-time hourly role with consistent ongoing work. You'll be representing me directly to clients, so professionalism and strong written communication are non-negotiable.

What You'll Do

Client communication triage

Monitor the CSB email inbox

Read incoming client emails, understand context, and respond appropriately (e.g., "X will be in touch shortly" or "T will give you a call — here's a link to book a time")

Route emails to the right person internally — no client should feel dropped or ignored

Work routing and follow-through

When new client work comes in or gets approved, own the handoff: confirm with the assigned team member, send the file, and confirm receipt

This is critical — I need someone who closes the loop without being reminded

Client meeting scheduling

Reach out to clients on a set schedule (every other month) to book check-in calls

Manage booking via Calendly or similar, track meeting status for each client

Document sends

Occasionally send documents on my behalf to third parties — banks, IRS, state agencies, etc.

Less frequent but requires attention to detail and follow-up confirmation

What I'm Looking For

Familiarity with QuickBooks Online — you don't need to be a bookkeeper, but you need to know what you're looking at when a client mentions reconciliations, invoices, or payroll

Experience supporting a CPA, bookkeeping firm, or accounting professional strongly preferred

Excellent written communication — you're representing my firm to clients

Proactive and organized — someone who owns tasks and closes them out without hand-holding

Comfortable with email management, Calendly, and basic document handling

Reliable availability, responsive turnaround on client emails (same business day)

Details

Part-time, hourly — flexible hours, remote

US-based preferred given the client base and document types involved

Start with a paid test task before committing to ongoing work

To apply, briefly describe your experience supporting an accounting or bookkeeping firm and your familiarity with QBO. Generic applications will not be considered.

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