Bookkeeper VA - Remote

Overview

This role is for a Bookkeeper VA supporting multiple LLCs/business entities. You will own day-to-day bookkeeping and financial recordkeeping, maintaining accurate QuickBooks Online records, reconciling bank and credit card accounts, managing AP/AR, organizing supporting documentation, and preparing books for weekly and month-end review.

The role is fully remote and requires US-aligned work hours. You will work as a contractor / Virtual Professional in an asynchronous, execution-focused environment.

Responsibilities

QuickBooks Online & Transaction Management

• Maintain accurate, current QuickBooks Online records across multiple LLCs/business entities.
• Enter and categorize transactions using the company’s established chart of accounts and coding system.
• Record invoices, receipts, payments, deposits, intercompany transactions, and other financial activity with appropriate supporting documentation.
• Review entered transactions for missing information, incorrect coding, duplicates, or inconsistencies before they flow into reporting.

Bank & Credit Card Reconciliation

• Reconcile assigned bank and credit card accounts against statements and verify that transactions and ending balances agree.
• Investigate discrepancies when balances or transactions do not match, including checking transaction coding and supporting documentation.
• Correct discrepancies and miscoded transactions when they fall within your authorized scope.
• Escalate unresolved, questionable, or potentially incorrect transactions with enough context for management to make a decision.

Accounts Payable (AP) & Accounts Receivable (AR)

• Maintain AP and AR records by keeping vendor invoices, expenses, payments, deposits, and receivables current.
• Add and maintain vendor records and keep the vendor list accurate, organized, and current.
• Reconcile rental income and other expected payments against applicable records or reports.
• Identify late, missing, or inconsistent payments and report them for management review.
• Review AP/AR records for missing documentation or transactions that could prevent accurate financial reporting.

Financial Documentation & Recordkeeping

• Monitor designated email accounts for incoming invoices, receipts, statements, and other bookkeeping documents.
• Identify which QuickBooks transaction each supporting document belongs to and organize the documentation in designated cloud storage.
• Match supporting documents to applicable QuickBooks transactions so records can be located during review or tax preparation.
• Maintain complete, organized financial records that are usable for bookkeeping and tax support.

Financial Spreadsheets & Reporting

• Maintain Google Sheets and financial trackers and keep them aligned with QuickBooks records.
• Update cash flow, deal-related, and other bookkeeping spreadsheets as required.
• Compare spreadsheet information against QuickBooks and investigate inconsistencies.
• Assist with weekly and month-end Profit & Loss reporting and other financial reports by ensuring underlying bookkeeping records are complete and accurate.

Month-End Bookkeeping

• Complete required transaction entries, reconciliations, AP/AR updates, and documentation before the month-end review.
• Review the books before submission for missing information, discrepancies, duplicate entries, and coding errors.
• Resolve issues within your authorized scope before month-end review.
• Escalate remaining issues with clear documentation and context.
• Prepare accurate and complete books for management’s final review and close.

Requirements (Non-Negotiable)

• Strong QuickBooks Online experience (hard requirement).
• Solid hands-on bookkeeping experience covering transaction entry, bank reconciliation, credit card reconciliation, AP, and AR.
• Demonstrated experience maintaining books for multiple LLCs/business entities.
• Experience handling intercompany transactions.
• Proficiency with Google Sheets and financial spreadsheets.
• Ability to identify, investigate, and communicate financial discrepancies rather than simply entering data.
• Ability to consistently follow established accounting procedures, chart-of-accounts structures, and coding standards.
• Ability to independently manage assigned bookkeeping work without requiring daily reminders or step-by-step direction.
• Strong organizational and time-management skills, particularly when managing records across multiple entities.
• Clear written and verbal English communication.
• High level of honesty, integrity, reliability, and confidentiality when handling financial information.
• Real estate bookkeeping experience is preferred but not required.
• Familiarity with HUD/settlement statements and real estate transactions is preferred.

Minimum Bar (Filtering Signal)

• Candidates whose experience is limited to basic accounting data entry, invoicing, payroll support, or administrative bookkeeping without hands-on reconciliation and AP/AR ownership will not meet the minimum bar.

Tools

Regular use may include:

• QuickBooks Online
• Google Sheets
• Outlook
• Dropbox / Google Drive
• Online Banking Portals
• Credit Card Portals
• Asana
• Canopy

Compensation & Benefits

• Paid Time Off
• HMO
• Fully Remote Work

Location & Work Arrangement

• Based in the Philippines.
• Fully remote.
• Work hours: US-aligned work hours.
• Work structure: Contractor / Virtual Professional.

Application Requirements

Submit a resume highlighting QuickBooks Online, reconciliation, AP/AR, and multi-entity bookkeeping experience.

In your application, also answer the following practical question:

• You reconcile a bank account and find that QuickBooks is $3,250 higher than the bank statement. You discover three transactions with unclear coding, one duplicate payment, and one deposit that appears in the bank but has no matching QuickBooks entry. In 5–8 sentences, explain the order in which you would investigate the issue, what you would correct yourself, and what you would escalate.

Applications that do not demonstrate hands-on QuickBooks Online and reconciliation experience will not move forward.