Bookkeeper Accounts Receivable & Accounts Payable

Virtual Assistant – Bookkeeping & AR/AP
Position: Virtual Assistant – Bookkeeping & Accounts Receivable/Payable
Type: Freelance or Part-time, Remote (Philippines)
Hours: Flexible
Work Schedule: Negotiable, between >30 hours per month, or project-defined, likely during and around the bi-weekly pay periods, 15th and 30th of each month, to process invoices and reconciling.
Time Zone: Pacific Time Zone, California, United States
Pay Rate: Per hour or project, negotiable (USD)
Start Date: Immediate

About the Role
I am a small business owner based in the United States, operating a startup staffing agency. I am looking for a detail-oriented and dependable Virtual Assistant with bookkeeping and accounts receivable/payable experience to support the business's financial operations on a freelance contract or part-time basis.
You will work directly with our operations team and me to manage invoicing, track payments, reconcile records, and ensure our financial transactions are accurate and up to date. This is a long-term opportunity for someone who is organized, trustworthy, and comfortable handling financial data using WaveApps accounting software in a remote environment.

What You’ll Do
Accounts Receivable
Generate and send client invoices accurately and on time
Track outstanding invoices and follow up on overdue accounts
Record incoming payments and reconcile against invoices
Maintain an up-to-date accounts receivable ledger
Communicate professionally with clients regarding billing inquiries and payment status

Accounts Payable
Review and process vendor and contractor invoices for payment
Verify invoice accuracy against agreements and services
Schedule and track outgoing payments via PayPal or other approved methods
Maintain an organized accounts payable log and flag any discrepancies
Work with me for the procurement of materials, subscriptions, and issuing payments

Bookkeeping & Reporting
Record daily financial transactions in the accounting system
Reconcile bank and payment account statements on a regular basis
Maintain organized financial records and supporting documentation
Prepare basic financial summaries, expense reports, and cash flow updates for myself and leadership
Assist with month-end closing tasks and financial review preparation

General Administrative Support
Maintain organized digital filing for all financial documents
Coordinate with the operations VA and leadership on billing-related tasks
Provide regular updates and reports on financial activity
Support additional light administrative tasks as needed
Follow up on open, unfinished tasks, communicating with external clients, internal staff and myself

Requirements
University graduate, preferably in Accounting, Finance, Business Administration, or a related field
Certification in Accounting or Bookkeeping
At least 3 years of experience in bookkeeping, accounts receivable/payable, or a similar finance role
Experience supporting U.S.-based clients or companies is strongly preferred
Very strong written and spoken English communication skills
High level of accuracy and attention to detail in financial data entry and recordkeeping
Reliable high-speed internet connection and a quiet, professional work environment
Own laptop or desktop computer capable of running standard business and accounting applications
Preferably work during Pacific Standard Time (PST) business hours, but not necessary for the right fit
Trustworthy and able to handle confidential financial information with discretion
Self-directed and able to manage tasks independently with minimal supervision, given direction and guidance provided by me
Not afraid to ask questions or flag discrepancies

Required Skills
Professional Accounting or bookkeeping software – Waveapps, QuickBooks, FreshBooks
Must understand the chart of accounts, how to generate balance sheets, and manage budgets and reports
Google Workspace – Gmail, Google Sheets, Google Docs, Google Drive, Google Calendar
Professional Spreadsheet proficiency – building and maintaining financial trackers, ledgers, and reports, must know how to utilize functions such as VLOOKUP
Invoicing and payment tracking – creating, sending, and following up on invoices
PayPal business transactions – sending, receiving, and reconciling payments
Bank and account reconciliation
Professional email communication – billing inquiries, payment follow-ups, and client correspondence
Video conferencing – Zoom or Google Meet
Communication & messaging apps – Google Chat, Viber, or Google Voice
Working familiarity with AI tools such as Claude, Gemini, or ChatGPT
Reliability and active communication are a must

Nice to Have
Experience supporting a staffing, recruiting, or professional services firm
Familiarity with U.S. tax terminology and basic compliance (1099s, W-9s, etc.)
Experience with payroll processing or contractor payment management
CPA board passer or currently pursuing CPA licensure
Working familiarity with using AI tools such as Claude, ChatGPT, and Gemini

Payment Schedule
Invoices must be submitted to the business via PayPal on the 15th and last day of each month. Each invoice must include the date, period worked, total hours worked, and a brief description of work performed. Work hours must not exceed those stated in this posting without prior written approval. Any delay in submitting an invoice may delay payment processing.

Payments are made in USD via PayPal. Payment processing fees charged to the business are the business’s responsibility. Any transaction or currency conversion fees incurred on the agent’s end are the agent’s responsibility. Payments will be issued within a 14-day grace period beginning on the 1st and 16th of each month. The intention is to pay promptly; however, the grace period covers any review or processing delays. Agents should plan their pay expectations accordingly.

How to Apply
Send your resume and a short cover letter to:

Subject: HVA Application for Bookkeeping & AR/AP – [Your Full Name]

In your cover letter, briefly describe your bookkeeping and AR/AP experience, the accounting tools and functions you use regularly, and any experience supporting U.S.-based clients. Applications are reviewed on a rolling basis. Shortlisted candidates will be contacted for a video interview. A 1-minute video introduction highlighting your background and experience included in the email is a big plus.