Finance Admin VA (QuickBooks)

Job Summary

We are looking for a reliable and detail-oriented Finance Admin VA (QuickBooks) to support the day-to-day administration of a busy accounting and tax practice. In this role you will handle accurate data entry, capture and organize client notes following the practice owner’s phone calls, and track each client’s plan of action through to completion. You will also assist with light bookkeeping in QuickBooks Online. The ideal candidate is efficient, communicates clearly in written English, and works with a high degree of integrity around sensitive financial information.

Key Responsibilities

• Perform accurate data entry across client records and internal systems
• Capture and organize detailed notes following the practice owner’s client phone calls
• Track each client’s plan of action from initiation through to completion, ensuring nothing falls through the cracks
• Maintain clear, well-structured written records that the practice owner can read and rely on
• Categorize transactions and complete basic entry in QuickBooks Online
• Help build and document a structured system for capturing notes and managing client action plans
• Organize and update client information while handling sensitive tax and financial data with strict confidentiality
• Follow up on outstanding items and flag priorities to keep client work moving forward

Mandatory Skills

• Proven experience in data entry and administrative support with a high level of accuracy
• Hands-on experience with QuickBooks Online, including transaction categorization and basic bookkeeping entry
• Excellent written English, with the ability to produce clear, professional notes that others will rely on
• Comfortable handling sensitive financial and tax-related information with discretion and confidentiality
• Strong organizational skills with the ability to track multiple client action items through to completion
• High level of integrity and trustworthiness when working with confidential data
• Reliable, detail-oriented, and able to work independently
• Strong communication skills

Preferred Skills

• Prior experience supporting an accounting, tax, or professional services practice
• Familiarity with building or documenting processes and systems from scratch
• Experience creating and maintaining SOPs or structured note templates
• Ability to manage multiple client tasks and priorities simultaneously
• Basic understanding of bookkeeping principles and financial terminology

Why Join Us

This is a great opportunity to become a trusted part of a growing practice where your organization and attention to detail will make a real difference. You’ll have the chance to help shape and build the systems you work with rather than simply following someone else’s playbook, with room to grow your responsibilities over time. If you take pride in accurate, dependable work and clear communication, we’d love to hear from you.

Work Schedule

Most likely 2 hours per day. Please confirm with the client. Following EST time zone