Bookkeeper VA

The Bookkeeper VA will provide daily, hands-on accounting and financial support across multiple affiliated companies under the primary contact's direction. This role requires high attention to detail in managing Accounts Payable (AP), complex Accounts Receivable (AR), specialized billing reports, reconciliations, and month-end reporting for all entities. The VA must be a high-level, solution-minded professional capable of mastering complex amortization and accounting rules to establish a scalable, standardized financial foundation across the portfolio.

DUTIES & RESPONSIBILITIES

Accounts Payable Management

• Receive and process all scanned or uploaded vendor bills across all company entities.
• Accurately enter bills into QuickBooks (QBO) for all companies, tracking the correct class and category for each transaction.
• Ensure timely entry and track deadlines meticulously to avoid recurring late fees.
• Journalize and post payments correctly, coordinating with the AR Staff for execution.

Multi-Entity Billing & Reporting

• Full-Time Property Management (FTPM) Billing: Manage the full monthly invoice cycle for Contract-for-Deed (CFD) accounts and Loan Servicing accounts.
• Perform Escrow Verification using mortgage statements and proactively update customer notes regarding any escrow changes.
• Enforce and apply Late Fees per contract terms for all property management accounts.
• Draft and send the Closing-Loop Email to external Servicing Owners, summarizing all payments and disbursements.
• Managistix Internal Billing & Payroll Prep: Prepare internal building reports and create payroll documentation for Managistix using pivot tables for payroll purposes.
• Hangar Rental Billing: Manage the process for creating and sending invoices for the Hangar Rental leases, ensuring both digital and physical mailing requirements are met (coordinating with local staff).
• Martial Arts Academy (EMAA) Billing: Manage the invoice creation process for the martial arts school.
• Record and reconcile merchant deposits from the point-of-sale system (e.g., Kicksite) against bank statements.
• ENT Invoice Creation: Manage the specific invoice creation process for the ENT entity.

Reconciliations & Month-End Close

• Perform regular, detailed account reconciliations in QuickBooks across all company entities.
• Execute month-end close procedures across all company entities, identifying and proactively flagging discrepancies.
• Coordinate with the CPA as needed to ensure the integrity of the financial statements.

Reporting & Record-Keeping

• Provide structured daily or weekly reports to the primary contact.
• Maintain updated logs of bills, payments, reconciliations, and exceptions.

Requirements

Hard Requirements:

• Must be a meticulous high-level numbers person, capable of interpreting and implementing complex, multi-faceted accounting processes with rigorous attention to detail.

• 2+ years of dedicated bookkeeping experience, with a strong preference for experience managing books for a U.S. client, particularly in real estate.
• Expert QuickBooks Online proficiency (QBO), including managing Chart of Accounts, custom Items, and Classes (Crucial).
• Proficiency in Microsoft Excel for building and maintaining amortization sheets (Loan Servicing) and using pivot tables (Payroll prep).
• Experience with real estate management software, including AppFolio, Buildium, or comparable platforms, is preferred but not required

Benefits

• Fully remote work, Full-Time and Long-Term role (not project-based)
• Competitive Salary & appraisal opportunities

• HMO & Insurance
• PTO
• Lots of opportunities and areas for growth