Bookkeeping & Administrative Virtual Assistant

Overview

Remote virtual assistant support is available for a UK-based bookkeeping and accounting practice.

The role supports day-to-day bookkeeping workflows, client onboarding and documentation, inbox administration, compliance-related administrative coordination, and selected business development and outreach activities. The practice owner will retain responsibility for client meetings, higher-level accounting review, and professional judgments.

Responsibilities

Bookkeeping and Financial Administration

• Perform day-to-day bookkeeping tasks for multiple clients at different stages of their accounting workflows.
• Maintain accurate and organized financial records.
• Process and categorize financial transactions in the relevant accounting software.
• Perform bank reconciliations and investigate discrepancies.
• Apply double-entry bookkeeping principles and maintain appropriate supporting records.
• Collect, organize, and review bank statements, sales and purchase invoices, receipts, and other financial documentation.
• Follow up with clients to obtain missing records or clarify incomplete information.
• Assist with bookkeeping cleanup and organizing records received from previous accountants or bookkeepers.
• Prepare bookkeeping records up to trial balance level for the owner’s review and further accounting work.
• Keep client records updated and ensure work is completed accurately and within agreed deadlines.
• Flag discrepancies, unusual transactions, incomplete information, or items requiring attention.

Client Onboarding and Documentation

• Coordinate onboarding for new clients and maintain an organized onboarding process.
• Request and collect client identification and relevant supporting documentation.
• Assist with client due diligence and maintain records of required checks and documentation.
• Coordinate the process of connecting clients with the owner’s HMRC agent account, following instructions and approved procedures.
• Track outstanding onboarding requirements and follow up with clients when information is missing.
• Request and organize records from previous accountants (financial statements and supporting documents).
• Maintain accurate client files and onboarding trackers.
• Monitor outstanding items to ensure each client is ready for the next stage of bookkeeping.
• Escalate missing documentation, compliance concerns, or issues requiring professional review.

Client Communication and Relationship Support

• Assist with routine client communications via email and other agreed channels.
• Respond to straightforward client queries using approved information and guidance.
• Follow up on outstanding documents, bookkeeping information, and other client requirements.
• Track client requests and ensure important matters are addressed promptly.
• Maintain a professional, warm, and approachable communication style consistent with a relationship-focused approach.
• Identify messages requiring the owner’s direct input and bring them to his attention.
• Help coordinate quarterly client meetings by managing scheduling, preparing documentation, and organizing relevant information as requested.

Email and Inbox Management

• Monitor and organize the owner’s inbox to keep important communications visible and manageable.
• Identify urgent client messages, deadlines, requests, and business-critical correspondence.
• Flag priority emails and summarize items requiring the owner’s attention.
• Respond to routine inquiries where authorized and where the answer is clear.
• Track messages awaiting response or follow-up.
• Ensure important client communications are not missed when the owner is away.
• Maintain professional tone and use sound judgment when handling confidential correspondence.
• Understand when to respond independently and when to escalate to the owner.

Compliance and Administrative Coordination

• Help maintain up-to-date client documentation and internal records.
• Track due diligence requirements, outstanding documentation, and review dates.
• Assist with monitoring applicable UK accounting, tax, and regulatory updates using sources designated by the owner.
• Bring potentially relevant legislative changes or compliance updates to the owner’s attention for review.
• Maintain administrative trackers for deadlines, client requirements, and outstanding actions.
• Support preparation and organization of records needed for tax and year-end accounting work.
• Follow established procedures and confidentiality requirements when handling financial and personal information.
• Provide administrative and research support (not independent interpretation of legislation, tax advice, or professional compliance decisions).

Business Development and Outreach Support

• Support identification of potential clients in industries or business categories agreed upon with the owner.
• Research relevant companies and prospective clients who may benefit from bookkeeping services.
• Compile and maintain prospect lists and relevant contact information from appropriate sources.
• Support targeted outreach through approved email or other communication channels.
• Track outreach activity, responses, follow-ups, and potential leads.
• Maintain organized records of business development activity and opportunities.
• Support efforts to increase awareness of the business and expand its client base.
• Outreach priorities, messaging, target industries, and any required approval process will be established with the owner.

Workflow and General Administrative Support

• Manage task lists and maintain visibility over multiple clients and ongoing assignments.
• Track status of bookkeeping work, outstanding documents, and next steps for each client.
• Maintain organized digital folders and supporting records.
• Assist with scheduling, reminders, and general administrative coordination as needed.
• Help improve consistency and organization of recurring workflows.
• Communicate progress, potential delays, and issues proactively.
• Follow established procedures while suggesting practical improvements where appropriate.

Required Skills and Qualifications

• Demonstrable experience in bookkeeping or a similar accounting support role.
• Solid understanding of double-entry bookkeeping principles.
• Practical knowledge of bank reconciliation and transaction categorization.
• Understanding of trial balances and how bookkeeping records progress through an accounting workflow.
• Experience using accounting software to maintain financial records.
• Strong attention to detail and commitment to accuracy.
• Good written and verbal English communication skills.
• Ability to manage multiple clients and tasks with different deadlines.
• Strong organizational, documentation, and follow-up skills.
• Ability to work independently, prioritize tasks, and recognize when to escalate issues.
• Professional judgment when handling confidential financial and personal information.
• Personable, client-focused approach and willingness to learn each client’s business and individual relationship needs.

Preferred Technical Skills

• Experience with accounting platforms is highly desirable, including:
  • FreeAgent (preferred familiarity with bookkeeping and accounting workflows)
  • Xero (experience maintaining accounting records and performing reconciliations)
  • Sage (familiarity with bookkeeping and financial record management)
• QuickBooks experience may be useful for handling existing client records, but QuickBooks is not preferred as the default system for the owner’s workflows.
• Additional experience with spreadsheets, email management, document organization, and client onboarding trackers.

Personal Attributes and Working Style

• Warm and personable: approachable and comfortable communicating with clients.
• Relationship-oriented: interested in understanding clients beyond processing transactions.
• Proactive: identifies missing information, outstanding actions, and matters needing attention.
• Detail-oriented: careful and consistent with financial records and client documentation.
• Receptive to feedback: willing to learn preferred processes and adapt to the owner’s working style.
• Dependable: consistent delivery, deadline adherence, and proactive communication.
• Professional and discreet: maintains confidentiality and handles sensitive information responsibly.
• Self-motivated and takes ownership of assigned responsibilities.

Working Arrangement and Expected Hours

• Remote position.
• Minimum commitment of 10 hours per week.
• An initial arrangement of approximately two hours per business day may suit current needs.
• Preferably aligned with UK business hours.
• Flexibility around scheduling may be possible by agreement.
• Any work beyond the agreed hours must be approved in advance.
• Ongoing support is intended as the business grows; responsibilities and workload may increase as the client portfolio expands.

Confidentiality and Data Security

The role involves access to sensitive client financial records, personal identification documents, business information, and correspondence.

The successful candidate must:

• Sign the applicable confidentiality agreement and non-disclosure agreement.
• Follow the agency’s and client’s agreed data security procedures.
• Use only authorized systems, accounts, and approved methods of file transfer.
• Keep client information confidential and avoid unauthorized disclosure or copying.
• Follow instructions regarding account access, credentials, document storage, and data handling.
• Report any suspected data security incident or unauthorized access promptly.
• Confirm the client’s security and access requirements before onboarding.

Initial Priorities (First Month)

• Become familiar with the owner’s business, client portfolio, workflows, and communication preferences.
• Learn how client onboarding and due diligence documentation are managed.
• Understand the bookkeeping workflow and the use of FreeAgent, Xero, and Sage.
• Support reconciliations, bookkeeping records, and preparation of trial balances for review.
• Establish a reliable system for tracking client documents, outstanding requests, and work in progress.
• Assist with inbox management and identifying priority client communications.
• Agree on a manageable approach to prospect research and outreach, if prioritized.
• Specific performance measures and workload targets will be agreed during onboarding.

Measures of Success

• Accurate and complete bookkeeping records.
• Timely completion of reconciliations and preparation of trial balance records.
• Efficient collection of client documents and completion of onboarding steps.
• Clear visibility over outstanding client requests and work in progress.
• Prompt identification and escalation of important emails and issues.
• Professional and consistent client communication.
• Reliable delivery within agreed working hours and deadlines.
• Effective handling of confidential information.
• Contribution to organized workflows and business development support.

Location

• Remote position.
• Business location: United Kingdom.
• Preferably works aligned with UK business hours.

Recruitment Process and Timeline

• Not an immediate or urgent hire.
• The owner is assessing options and anticipates moving forward around January to early February 2027.
• Candidates will be reviewed and shortlisted based on the agreed requirements.
• The owner would like to review candidate profiles and interview shortlisted candidates personally.
• The first month is intended for onboarding, familiarization, and assessment of the working relationship.
• Final start date, working schedule, specific task allocation, and any additional requirements will be confirmed before engagement.