Bookkeeper and Finance Administration VA

JOB OVERVIEW
Bookkeeper and Finance Administration VA -- ongoing bookkeeping and finance administration support / Part-Time | Remote | 20 hrs/week | Mon-Fri Australian Business Hours

ABOUT US
We are a growing remote team looking for a Bookkeeper and Finance Administration VA to join us and take on a dedicated bookkeeping and finance administration role. We work closely with our team members to deliver high-quality support across our operations.

ABOUT THE ROLE
You will keep our financial records accurate, organised, and up to date, covering transaction processing, bank reconciliations, accounts payable and receivable, expense tracking, and routine financial reporting. This is a recurring, detail-focused role where you will manage your own tasks independently and flag discrepancies before they become larger issues. This is not a guesswork role. SOPs, process guides, and system access are provided and training will be given. The expectation is straightforward -- do the job well, communicate proactively, and ask when unsure rather than assume. A win in your first 30 days looks like: fully comfortable with our accounting software and recurring finance workflows; bank reconciliations completed accurately and on schedule; payable and receivable registers up to date with overdue invoices flagged and followed up; and your first month-end support completed with a clear status update on outstanding items.

KEY RESPONSIBILITIES
Transaction Processing and Reconciliation

• Record, categorise, and maintain accurate financial transactions, including income, expenses, supplier payments, and customer receipts, in our accounting software
• Reconcile bank accounts and related financial records regularly
• Identify discrepancies, unmatched transactions, and missing documentation for follow-up
• Review records for inconsistencies, duplicate entries, and unusual transactions, escalating issues that need input or professional accounting judgement
• Assist with month-end bookkeeping, including reviewing outstanding transactions and completing scheduled reconciliations

Payables, Receivables, and Expenses

• Record supplier invoices, check supporting documentation, and track payment due dates
• Prepare payment schedules for approval (all payments follow our approval procedures)
• Prepare and issue invoices based on approved information, record payments, and track outstanding balances
• Follow up on overdue invoices
• Categorise business expenses, organise receipts, track reimbursements, and flag transactions that need clarification

Reporting, Records, and Communication

• Generate routine financial reports, such as income and expense summaries, profit and loss reports, and cash flow tracking
• Maintain organised digital financial records and keep payable, receivable, and expense trackers current
• Organise and provide requested records and supporting documents to our accountant or tax professional
• Update supplier and customer records and manage finance-related correspondence
• Provide regular updates on completed tasks, outstanding items, upcoming deadlines, and discrepancies, and suggest improvements to bookkeeping and document management workflows

TOOLS YOU WILL USE

• Accounting and Bookkeeping: Xero, QuickBooks, or similar accounting software, depending on our existing systems
• Invoicing and Expenses: Receipt management, invoicing, and expense tracking tools, where applicable
• Spreadsheets: Microsoft Excel or Google Sheets for financial tracking, reconciliations, and reporting
• Productivity: Google Workspace and Spreadsheets
• File Storage: Cloud-based file storage and document management platforms
• Communication: Email and internal communication tools for finance-related coordination

WHO WE ARE LOOKING FOR

• Hands-on bookkeeping or finance administration experience, including transaction processing, bank reconciliations, and accounts payable and receivable
• Working knowledge of accounting software such as Xero, QuickBooks, or a similar platform
• Strong English proficiency, both written and spoken, with clear and professional communication
• Detail-oriented, organised, and reliable, with the ability to manage recurring tasks independently
• Comfortable handling confidential financial information with discretion and integrity
• Proactive communicator -- over-communicates rather than under-communicates
• Knows when to problem-solve independently and when to escalate
• Specific industry experience is not required. Personality, communication quality, and reliability matter most

TECHNICAL REQUIREMENTS (NON-NEGOTIABLE)

• High-speed, stable internet connection with backup data in case of power outages or service interruptions
• Mobile phones, tablets, and iPads are not accepted as primary work devices
• Laptop or desktop computer able to run accounting software and spreadsheets smoothly
• A private, secure workspace suitable for handling confidential financial information

WORKING ARRANGEMENT

• Part-time, fully remote
• 20 hours per week
• Mon-Fri, Australian Business Hours (exact schedule to be confirmed upon hire)
• Minimum engagement length: TBC (ongoing role with no fixed end date)
• Scope of responsibilities reviewed periodically, typically every 30 to 90 days
• Strong long-term growth potential for the right person.

HOW TO APPLY

Ready to apply? Complete our online application form using the link below:
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The form includes role-specific questions and a short written skills task. Please allow 15-20 minutes to complete it thoroughly. Answer all questions in your own words.

Application Deadline:
TBC

We look forward to hearing from you!