Scale Virtually VA

Bookkeeper

• The Bookkeeper VA will provide daily, hands-on accounting and financial support across multiple affiliated companies under the primary contact's direction.
• This role requires high attention to detail in managing Accounts Payable (AP), complex Accounts Receivable (AR), specialized billing reports, reconciliations, and month-end reporting for all entities.
• The VA must be a high-level, solution-minded professional capable of mastering complex amortization and accounting rules to establish a scalable, standardized financial foundation across the portfolio.
• Manage the full monthly invoice cycle for Contract-for-Deed (CFD) accounts and Loan Servicing accounts.
• Draft and send the Closing-Loop Email to external Servicing Owners, summarizing all payments and disbursements.
• Record and reconcile merchant deposits from the point-of-sale system against bank statements.
• Perform regular, detailed account reconciliations in QuickBooks across all company entities.
• Execute month-end close procedures across all company entities, identifying and proactively flagging discrepancies.

Operations

• Perform daily email triage and organization
• Tag, sort, flag, and surface priority emails using inbox workflows
• Identify urgent messages and provide screenshots or summaries for executive review
• Ensure no critical communications are missed due to volume
• Receive and organize bills received via email or billing portals
• Prepare bills for executive review and approval
• Maintain a checks-and-balances workflow with no financial action taken without owner sign-off
• Track approvals and follow-ups
• Organize data, files, and administrative records
• Support reminders and task follow-ups
• Assist with small operational and organizational tasks as assigned
• Help reduce after-hours administrative catch-up for the client
• Scheduling across multiple business entities
• Light project coordination
• Administrative support during new business launches
• Assistance with operational documentation and process build-out

Bookkeeper

Logistics Operations Executive