Scale Virtually VA

Bookkeeper – Finance Operations VA

Scale Virtually VA

full-time

Posted on:

Location Type: Remote

Location: Mexico

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About the role

  • The Bookkeeper VA will own day-to-day bookkeeping and financial data hygiene by maintaining accurate records across QuickBooks Online and the company CRM (SingleOps).
  • This role is primarily responsible for auditing/cross-referencing data, ensuring job setup accuracy (tags, assignments, deposits, job type), producing daily/weekly management reporting (sales, production, AR aging), and supporting the buildout of “checklist-driven” financial controls using Monday.com.
  • This VA is not expected to “lay down the hammer,” but must confidently follow up internally to close loops (e.g., missing tags, wrong job classification, missing deposit, missing job-costing details), and provide basic reminders to clients for their payment.
  • However, Customer-facing formal collections calls are expected to be handled by Customer Service (bookkeeper provides the reporting + exception flags that drive those calls), not this VA.
  • Audit data accuracy in SingleOps (CRM) and ensure required job fields are correctly completed (e.g., residential vs commercial, correct sales rep, deposit status, schedule readiness).
  • Cross-reference CRM data to QBO revenue/entries to ensure reporting confidence (target: north of 95% accuracy).
  • Maintain “good data in = good data out” discipline by identifying recurring input issues and recommending fixes (checklists, required fields, tagging rules).
  • Maintain a weekly exception log: missing/incorrect tags, wrong job type, missing deposit, missing salesperson assignment, scheduling issues, and unresolved discrepancies.
  • Code and post transactions in QuickBooks Online (bank/credit card activity), ensuring accurate categorization.
  • Support reconciliations (bank/credit cards) and keep books clean and consistent.
  • Post revenue into QBO using CRM reporting (e.g., “items report” workflow) and validate totals against CRM.
  • Support future workflow for bill pay approvals (build-ready process; execution based on client approvals/access).
  • Produce recurring reports (daily/weekly as defined during onboarding) including:
  • - Sales performance reporting: previous day + week-to-date + quarter-to-date/year-to-date views, by salesperson.
  • - Add a variance-to-goal view (goal vs actual; on-track/off-track).
  • - Production volume reporting: crew volume and plant healthcare tech volume (revenue proxy), with trend highlights.
  • - Accounts receivable aging (reporting only; not collections calling):
  • - Residential aging buckets (e.g., 15+ / 30+ / 60+)
  • - Commercial aging buckets (e.g., 45+ / 60+ / 90+)
  • - Flag “red alerts” to leadership: scheduled jobs lacking deposit, misclassified commercial jobs routed into residential follow-up sequences, unusual aging spikes, etc.
  • Ensure two priority job-costing items are properly attributed when applicable:
  • - Crane/equipment rental
  • - Tree planting (nursery tree costs)
  • Identify “bundled” CRM line items and follow up internally (sales team) to split revenue attribution across categories (e.g., plant healthcare vs removal vs stump grinding), on a set cadence (weekly/monthly).
  • Support adoption of CRM labor tracking feature (foreman clock-in/out per job) by monitoring missing entries and coordinating internal follow-up (Spanish required for foreman troubleshooting conversations).
  • Calling clients reminding them of their unpaid bills
  • Not a formal collections task [ie acquiring a commitment of date and amount for payment]. This is only a reminder communication.
  • Provide any back-office clerical task for the Financial Seat / Role.

Requirements

  • Bilingual: Fluent Spanish + English (comfortable speaking with internal teams/foremen).
  • QuickBooks Online: Transaction coding/posting, cleanup, and reconciliation support.
  • CRM-based reporting mindset: Comfortable pulling reports (items, sales, job status) and validating data integrity.
  • High accuracy + audit discipline: Can systematically cross-check and reconcile discrepancies without losing details.
  • Comfortable initiating internal follow-ups via email/Slack/CRM notes to close loops (missing tags, wrong job type, missing deposit, missing job-costing details).
  • Able to document outcomes of follow-ups clearly (what changed, who confirmed, what’s still pending).
  • Comfortable in reminding clients for unpaid bills, and taking notes if escalation is needed.
  • Confident escalating exceptions to leadership with context + recommended next step.
  • Process-driven and checklist-oriented (enjoys structured control points, repeatable workflows, and governance).
  • Proactive problem spotter (identifies root causes of “garbage in” and proposes fixes).
  • Calm under pressure and consistent with recurring cadence reporting.
  • High ownership to “finish the loop” on data issues (doesn’t drop threads).

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
bookkeepingdata auditingdata cross-referencingtransaction codingreconciliationreportingdata integrity validationjob costingCRM data managementfinancial controls
Soft skills
bilingual communicationinternal follow-updocumentationescalationproblem-solvingprocess-drivenchecklist-orientedcalm under pressureownershipattention to detail