Virtual Office & Bookkeeping Assistant

Job Title: Virtual Office & Bookkeeping Assistant
Location: Remote (Work from Home)
Schedule: Monday to Thursday, 8:00 AM – 4:00 PM CST0 / Friday, 8:00 AM – 12:00 PM CST
Salary: $1,200/month

ABOUT THE COMPANY

Superior Fence & Rail specializes in high-quality fencing solutions for residential, commercial, and industrial properties. We are committed to durability, aesthetics, and functionality, offering professional installation, repair, and maintenance services to ensure customer satisfaction.

ROLE OVERVIEW

We are seeking a full-time Virtual Office & Bookkeeping Assistant to support the Owner and CEO. This is an excellent opportunity to join an executive team and gain valuable experience in high-level business operations.

WHO WE’RE LOOKING FOR

The ideal candidate is a highly organized, detail-oriented, and proactive professional with a background in administrative support, customer service, and bookkeeping. You should possess strong English and Spanish communication skills, a customer-first mindset, and a solid understanding of technology and cloud-based systems. Experience with QuickBooks Online and SOS Inventory is essential.

KEY RESPONSIBILITIES

1. Customer Inquiry Handling

• Respond promptly and professionally to customer inquiries via phone, email, and text.
• Address questions, concerns, and requests with accuracy and courtesy.
• Provide detailed information about products, services, and pricing.
• Assist customers in scheduling appointments and consultations.

2. Client Qualification

• Follow a structured script to pre-qualify potential clients.
• Assess if customers meet the service criteria.
• Collect relevant client details to support the sales process.

3. Appointment Coordination

• Efficiently schedule appointments based on availability and logistics.
• Use calendar software to maintain an organized system.
• Communicate appointment details clearly with customers and staff.

4. Sales, Administrative & Accounting Support

• Assist the sales team with administrative functions.
• Follow up with sales staff to ensure timely completion of appointments and action items.
• Use QuickBooks Online for billing, invoicing, payment processing, and data entry.
• Support Accounts Receivable (AR) and Accounts Payable (AP) processes.

5. Bookkeeping & Inventory Management

• Use SOS Inventory to:
• Run inventory processes
• Create and manage sales orders
• Create and manage contracts

• Maintain accurate financial and product records.
• Ensure timely and accurate data entry and reconciliation.

6. Task Management & Follow-Up

• Track assigned tasks and follow through to completion.
• Provide reminders and support to ensure accountability within the team.

7. Customer Reviews & Feedback

• Compile closed client lists for follow-up.
• Reach out to clients to request feedback and online reviews.
• Guide clients through the review process and follow up as needed.

QUALIFICATIONS & REQUIREMENTS

• Proven experience with QuickBooks Online and SOS Inventory.
• Experience in bookkeeping, including AR/AP, invoicing, and basic financial reporting.
• Comfortable creating contracts and sales orders.
• Tech-savvy with the ability to learn new tools quickly.
• Highly organized with excellent attention to detail.
• Strong written and verbal communication skills in both English and Spanish.
• Background in customer service, administrative support, or sales coordination.
• Ability to work independently and manage multiple priorities.

Schedule:

• Monday – Thursday: 8:00 AM – 4:00 PM (CST)
• Friday: 8:00 AM – 12:00 PM (CST)

Requirements:
• Experience in bookkeeping, including AR/AP, invoicing, and basic financial reporting
• Must have a professional remote work setup and reliable internet.
• Strong Zoom presence and communication required - English (C1/C2).
• As part of the recruitment process, candidates will be asked to submit an introduction video.