Financial and Administrative Virtual Assistant

Financial and Administrative Virtual Assistant

Remote Position
Music School Operations

Position Overview

We are seeking a reliable, organized, and detail-oriented Financial and Administrative Virtual Assistant to support the financial and daily operational needs of our music schools.

The primary focus of this position is billing, invoicing, collections, payroll accuracy, account management, and prompt communication with parents, students, teachers, and school administrators. The ideal candidate must be comfortable handling sensitive financial information, resolving billing concerns, following up on unpaid balances, and managing multiple administrative systems. Collaborating closely with other administrators and business owners to ensure smooth daily operations, clear communication, effective problem-solving, and the timely completion of shared responsibilities. This includes exchanging important information, coordinating tasks, supporting tea ---------- mbers, addressing urgent matters, and working together to achieve the company’s operational and financial goals.

This position requires excellent written and spoken English, strong attention to detail, professional communication skills, and the ability to take initiative when urgent situations arise.

Ability to learn working with a new CRM system.

Primary Financial Responsibilities

The main focus of this position includes:

Processing daily charges and managing student billing

Daily invoice collections

Creating, reviewing, and revising invoices

Managing different billing and payment collection dates

Following up on overdue and declined payments

Collecting payments through phone calls, text messages, and email s

Securely assisting clients with enrolling in automatic payments

Promptly responding to parent questions regarding charges, invoices, credits, and account balances

Investigating billing discrepancies and working toward a quick resolution

Applying approved credits and billing adjustments

Maintaining accurate financial records

Ensuring that all new student enrollments are billed correctly

Reviewing student schedules to confirm accurate lesson lengths, dates, and rates

Reviewing teachers teaching to confirm accurate lesson lengths, dates, and rates

Obtaining corrected attendance information from teachers

Updating lesson times, class days, and schedule changes in My Music Staff

Reviewing teacher attendance and lesson records for payroll accuracy

Identifying possible payroll errors before payroll is processed

Communicating with teachers regarding missing, incorrect, or inconsistent attendance records

Handling other matters related to the financial department

Client and Staff Communication

Responsibilities also include:

Responding promptly and professionally to client questions

Prompt answers to company text messages and email s

Responding to internal questions and requests through Trello

Completing and updating assigned Trello tasks

Assisting parents, students, and teachers with time-sensitive concerns

Communicating important information to the appropriate tea ---------- mber

Following up until assigned issues are fully resolved

Keeping clear written records of conversations, billing concerns, and completed actions

Lead Management and Delegation

Organic leads received through phone calls, text messages, or email s should be passed to other admins for follow-up and entered into GoHighLevel, also known as GHL CRM.

When a prospective client calls, the assistant should collect only the basic information needed, including:

Parent or student name

Phone number

Email address

Student’s age

Preferred instrument or program

Preferred school location

The information should then be passed to scheduling and booking administrator so that all lead communication remains organized in GHL CRM.

Music Camp-Related Responsibilities

Camp-related responsibilities may include:

Answering last-minute camp questions

Processing last-minute camp registrations

Confirming payments before camp begins

Sending invoices and payment reminders

Assisting families with registration or billing concerns

Passing messages between parents, camp teachers, and administrators

Responding to text messages, email s, and Trello questions

Completing camp-related Trello tasks

Continuing to manage regular billing, collections, and financial questions

Weekends and Emergency Support

Parents, students, and teachers may require immediate assistance on Saturdays, Sundays, and Holidays. The assistant must monitor communication and respond promptly when necessary.

Examples of urgent situations include:

Teacher cancellations

Student cancellations

Parent complaints

Billing problems requiring immediate attention

Declined payments affecting a same-day class, camp, and other events.

Last-minute registrations

Schedule conflicts

Missing teacher attendance information

Situations requiring quick communication or resolution

In an emergency, the assistant should take reasonable action, communicate with the appropriate staff member, document what occurred, and continue following up until the matter is resolved.

Systems and Tools

The assistant may work with:

My Music Staff

Trello

GoHighLevel, also known as GHL

Email

Business text messaging systems

Phone calls

Online invoicing and payment-processing systems

Payroll and attendance records

Google Drive, Google Sheets, or similar administrative tools

Experience with My Music Staff, Trello, GHL, QuickBooks, Stripe, Square, or similar systems is helpful but not required if the applicant is willing to learn quickly.

Required Qualifications

The ideal candidate must have:

Excellent written and spoken English

Previous experience with billing, invoicing, collections, bookkeeping, finance, or administrative support

Strong mathematical and organizational skills

Exceptional attention to detail

Confidence communicating with clients about unpaid balances and declined payments

Professional phone, email , and text-message communication skills

The ability to handle confidential financial and personal information responsibly

Reliable internet access and a quiet working environment

The ability to work independently and meet deadlines

The ability to prioritize urgent matters

A proactive attitude and willingness to investigate discrepancies

Availability during assigned Central Time working hours

Flexibility during camp weeks and other high-volume periods

Preferred Qualifications

Preference may be given to applicants with:

Experience working for a U.S.A specialty private school (music, dance, art), tutoring company, educational business, or service-based company

Experience handling recurring tuition payments

Experience reviewing employee or contractor payroll

Experience with attendance-based billing

Experience contacting clients regarding overdue balances

Experience using My Music Staff, Trello, and GHL

Basic U.S.A. bookkeeping or accounting knowledge

Experience supporting a United States-based company

Performance Expectations

The successful candidate will be expected but are no limited to:

Maintain accurate billing and student account information

Respond promptly during assigned working hours

Follow up consistently on outstanding balances

Reduce billing and payroll errors

Keep Trello tasks current and organized

Document all important financial communication

Communicate professionally, respectfully, and clearly

Protect confidential company and client information

Take ownership of assigned tasks and follow them through to completion

Ask questions when information is unclear rather than making unsupported assumptions

Inform management immediately of serious financial, payroll, client, or operational concerns

This position is best suited for someone who is dependable, financially responsible, highly organized, comfortable speaking with clients, and able to remain calm and professional when handling urgent or sensitive situations.