Virtual Book keeper & Administrative support

Pay $700.00 USD monthly for 8 hours; 5 days per week
Reservations • Bookkeeping • Customer Service • Administrative Support
Position Overview
We are seeking a highly organized, dependable, detail-oriented Virtual Bookkeeper & Administrative Assistant to support the daily operations of a growing service-based business.
This is not simply a data-entry or basic virtual assistant position. The person selected will have significant responsibility for reservations, bookkeeping, incoming calls, customer communication, administrative support, scheduling, CRM management, and sales support.
proficient with financial records, invoices, expenses, customer payments, accounts receivable, accounts payable, and reconciliations.
The ideal candidate communicates professionally, learns quickly, follows procedures carefully, maintains accurate records, and knows when an issue needs to be directed to a local tea ---------- mber.
Our Standard for Success
“Did I make everyone’s job easier today?”

1. Reservations, Calls & Confirmations — Highest Priority
The Virtual Bookkeeper & Administrative Assistant will serve as an important first point of contact for customers.
Responsibilities
Answer incoming customer calls
Set customer reservations
Schedule appointments
Confirm reservations
Confirm appointments
Make outbound confirmation calls
Send confirmations and reminders
Modify reservations when authorized
Review reservation information for accuracy
Collect required customer information
Provide customers with reservation details
Follow up on incomplete reservations
Document customer conversations
Maintain accurate reservation records
Assist with basic scheduling issues
Coordinate scheduling changes
Take accurate messages
Answer basic customer questions
Determine when local assistance is required
Direct customers to the appropriate local tea ---------- mber when needed
Escalate urgent or unusual situations promptly
The goal is to handle as many routine customer needs as possible virtually while recognizing when a local tea ---------- mber needs to take over.
Key Performance Indicators
Call answer rate
Reservation accuracy
Confirmation completion rate
Appointment accuracy
Customer response time
Customer satisfaction
Follow-up completion
Documentation accuracy
Proper escalation of customer issues

2. Bookkeeping & Financial Administrative Support — Priority Responsibility
Bookkeeping is a major responsibility of this position.
The Virtual Bookkeeper & Administrative Assistant will help maintain accurate and current day-to-day financial records.
We are looking for someone who is proficient in working with numbers, financial documents, bookkeeping software, customer accounts, vendor records, and transaction reconciliation.
Responsibilities
Enter daily financial transactions
Record customer payments
Create and send customer invoices
Monitor outstanding invoices
Follow up on past-due customer balances
Assist with accounts receivable
Assist with accounts payable
Enter and organize vendor bills
Maintain vendor records
Organize receipts and expense documentation
Categorize routine business expenses
Match receipts with transactions
Maintain digital financial records
Track recurring expenses and subscriptions
Prepare bills for management approval
Assist with bank reconciliations
Assist with credit card reconciliations
Identify missing receipts
Identify transaction discrepancies
Assist with daily sales reconciliation
Assist with weekly and monthly reconciliation
Prepare basic bookkeeping reports
Maintain supporting financial documentation
Communicate financial discrepancies to management
Coordinate with accounting professionals when necessary
Bookkeeping Expectations
The Team Assistant should help ensure that:
Financial transactions are entered promptly
Customer payments are properly recorded
Invoices are sent on time
Outstanding invoices are followed up on
Vendor bills are properly documented
Receipts are collected and organized
Accounts are regularly reconciled
Missing information is identified quickly
Financial records remain current
Management has access to reliable financial information
Bookkeeping KPIs
Transaction entry accuracy
Invoice processing accuracy
Accounts receivable follow-up
Accounts payable accuracy
Receipt documentation completion
Reconciliation completion
Number of unresolved discrepancies
Timeliness of financial updates
Accuracy of customer and vendor records
Previous bookkeeping experience is strongly preferred.
This position is not intended to replace a CPA, tax professional, or financial controller. The Team Assistant's responsibility is to maintain accurate day-to-day financial records and keep financial information organized for management and accounting professionals.

3. Customer Service & Communication
Every customer interaction should be professional, friendly, organized, and helpful.
Responsibilities
Answer customer questions
Respond to email s and messages
Make outbound follow-up calls
Provide basic information about products and services
Take accurate messages
Document customer conversations
Follow established scripts and procedures
Resolve routine customer concerns
Route specialized questions appropriately
Direct customers to local tea ---------- mbers when necessary
Follow up to make sure customer needs were addressed

4. Administrative Support
Provide administrative assistance across multiple departments.
Responsibilities
Schedule appointments
Maintain calendars
Prepare documents
Organize digital customer files
Update customer records
Create follow-up reminders
Prepare reports
Assist with meeting preparation
Organize electronic documents
Track outstanding paperwork
Enter information into business systems
Maintain task lists
Follow up on incomplete assignments
Assist tea ---------- mbers with routine administrative requests
The Team Assistant should help ensure that important tasks do not fall through the cracks.

5. CRM & Customer Records
Maintain accurate customer and prospect information.
Responsibilities
Enter new leads
Update customer records
Document calls and conversations
Create follow-up activities
Assign tasks when appropriate
Update opportunity stages
Track appointments
Maintain accurate contact information
Identify duplicate records
Track open opportunities
Monitor overdue follow-ups
Generate basic reports
Maintain clean and reliable customer data
Strong attention to detail is essential.

6. Sales Support
The Virtual Bookkeeper & Administrative Assistant will help identify and support revenue opportunities.
The Team Assistant may assist customers with products and services such as:
Promotional products
Business cards
Flyers
Brochures
Door hangers
Yard signs
Banners
Window graphics
Vehicle graphics and lettering
Event tickets
Business training
Events
Memberships
Apparel
Name badges
Stickers
Magnets
Other business products and services
Sales Support Responsibilities
Answer basic product questions
Identify customer needs
Recommend appropriate products
Collect information needed for estimates
Send product and service information
Follow up on quotes
Follow up with prospective customers
Identify cross-selling opportunities
Record sales opportunities
Schedule sales appointments
Route larger opportunities to the appropriate tea ---------- mber
This is an administrative and customer-service position with an important sales-support component.

7. Scheduling & Project Coordination
Help keep customers and tea ---------- mbers coordinated.
Responsibilities
Schedule customer appointments
Coordinate project timelines
Track customer approvals
Track artwork or document approvals
Send appointment reminders
Notify customers of project updates
Coordinate with local tea ---------- mbers
Monitor project status
Follow up on overdue approvals
Prepare digital work information
Coordinate pickup or delivery information
Maintain scheduling records

8. Customer Experience & Follow-Up
Help ensure customers receive consistent communication before, during, and after a transaction.
Responsibilities
Customer follow-up calls
Thank-you messages
Reservation confirmations
Appointment confirmations
Project status updates
Review requests
Satisfaction surveys
Customer feedback collection
Re-engagement of previous customers
Follow-up on unresolved concerns
Every customer should feel informed, appreciated, and taken care of.

9. Event & Training Administrative Support
Assist with the administrative side of events, workshops, meetings, and training programs.
Responsibilities
Register attendees
Process event registrations
Maintain attendee lists
Send confirmations
Send reminder email s
Prepare digital materials
Coordinate vendor communications
Prepare attendee information
Send follow-up email s
Request attendee feedback
Maintain event records
Assist with event-related customer questions

10. Digital Office Operations
Help maintain an organized virtual working environment.
Responsibilities
Organize shared digital files
Maintain electronic folders
Track administrative requests
Maintain calendars
Update spreadsheets
Monitor assigned inboxes
Maintain customer documentation
Track outstanding tasks
Assist with reports
Follow established operating procedures

Qualifications
Required
The ideal candidate should be:
Highly organized
Dependable
Detail-oriented
Professional and friendly on the phone
Comfortable working with numbers
Comfortable working with financial information
An excellent verbal communicator
Able to communicate clearly in writing
Comfortable speaking with customers
Able to follow written procedures and scripts
Comfortable using computers and cloud-based software
Able to learn new systems quickly
Capable of managing multiple responsibilities
Comfortable making outbound calls
Able to work independently
Consistent about documenting completed work
Willing to receive coaching and feedback
Able to recognize when an issue should be escalated
Strongly Preferred Experience
Candidates with experience in one or more of the following will receive stro