Accounting Virtual Assistant (QBO, Ramp & Gusto)

About the Business

You will be supporting a CPA who serves as CFO of a family-owned construction firm while also running a newly launched furniture retail store. The businesses are growing quickly, and the owner needs a trusted accounting partner who can take the day-to-day financial load off their plate — freeing them to focus on leadership and business development. There are also rental property entities in the mix, adding variety to the books you will manage.

Overview

We are seeking a meticulous and experienced Accounting Virtual Assistant to support a business owner managing finances across multiple entities. This is a full-time, long-term role for someone who can step in immediately and take confident ownership of day-to-day accounting operations with minimal supervision.

This is not a generalist admin role. You must have direct, hands-on experience with QuickBooks Online, Ramp, and Gusto. If you are not already proficient in all three, this is not the right fit.

Key Responsibilities

Bookkeeping & Financial Management (CORE)

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Manage day-to-day bookkeeping across multiple entities in QuickBooks Online (QBO)

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Perform monthly bank and credit card reconciliations

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Handle accounts payable and receivable, including vendor and supplier billing

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Generate financial reports (P&L, balance sheet, cash flow) on a regular cadence

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Maintain organised, audit-ready financial records and documentation

Expense & Card Management

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Administer corporate card spending and expense management via Ramp

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Review and categorise transactions, enforce spend policies, and flag discrepancies

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Ensure expenses sync accurately with QBO

Payroll & HR Administration

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Process payroll and manage employee records in Gusto

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Support onboarding of new employees and contractors within Gusto

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Manage pay schedules and ensure timely, accurate payroll runs

Reporting & Operations

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Track financial KPIs and assist with reporting as needed

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Provide regular summaries and flag anything requiring the owner's attention

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Handle ad hoc accounting, admin, and financial tasks as they arise

Requirements (MUST-HAVE)

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3+ years of experience in a bookkeeping, accounting VA, or finance support role

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Hands-on, proven proficiency in QuickBooks Online (QBO) — ESSENTIAL

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Direct experience using Ramp for expense and corporate card management — ESSENTIAL

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Working knowledge of Gusto for payroll processing and employee administration — ESSENTIAL

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Comfortable managing finances across multiple entities simultaneously

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Strong attention to detail with a high standard of accuracy

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Fluent English — written and verbal

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Able to work independently, take initiative, and meet deadlines without hand-holding

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Available to start immediately and commit to a full-time, long-term engagement

Non-Negotiables

Candidates must have real, verifiable experience with all three of the following:

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QuickBooks Online (QBO)

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Ramp

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Gusto

If a candidate lacks proficiency in any one of these three tools, they are not a fit for this role.

Nice to Have

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Experience supporting a U.S.-based business remotely

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Familiarity with accounting for real estate or rental properties

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Exposure to construction industry financials

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QuickBooks ProAdvisor certification or equivalent bookkeeping qualification

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Experience with other finance tools (e.g., Bill.com, Stripe, Expensify)

Working Style

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Comfortable managing multiple entities and varied financial tasks

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Proactive — flags issues before they become problems

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Trustworthy with sensitive financial data

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Thrives with autonomy and clear SOPs

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Early riser preferred — owner works from approximately 5:00 AM CT

Why Join Assist World?

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