Overview:
We are seeking a detail-oriented and reliable Bookkeeping & Customer Service Virtual Assistant to support a growing food subscription, catering, and retail business. The primary focus of this role will be managing accounts payable and accounts receivable, maintaining accurate financial and operational records, and supporting day-to-day bookkeeping activities. During periods when bookkeeping demands are lower, the VA will also assist with customer service, order-related inquiries, collections, and customer communication. The ideal candidate has a strong foundation in bookkeeping, excellent attention to detail, and the ability to communicate professionally with customers.
Key Responsibilities:
Bookkeeping & Financial Administration
- Manage and process accounts payable and accounts receivable.
- Enter, review, and maintain accurate financial transactions in QuickBooks Online.
- Track vendor invoices, payments, customer balances, and outstanding receivables.
- Assist with collections and follow up on outstanding customer payments when needed.
- Maintain organized and accurate financial and operational records.
- Reconcile information between QuickBooks Online, Airtable, and other internal systems.
- Identify discrepancies, missing information, or potential errors and escalate them promptly.
- Support other bookkeeping and administrative tasks as assigned.
Customer Service & Order Support
- Respond to customer inquiries through phone, text, WhatsApp, and other communication channels.
- Assist customers with orders, subscriptions, account questions, and general inquiries.
- Take and process orders accurately.
- Provide professional, timely, and customer-focused support.
- Assist with subscription-related administrative tasks, including potential Sunday support.
- Handle customer payment and collection-related communication professionally.
- Escalate complex customer issues to the appropriate team member when necessary.
Data Management & Process Support
- Maintain accurate information in Airtable and other company systems.
- Update customer, vendor, order, and financial records as required.
- Follow established workflows and standard operating procedures.
- Help document recurring processes and identify opportunities for improved efficiency.
- Proactively flag issues and provide recommendations when appropriate.
Required Qualifications:
- Previous experience in bookkeeping, accounts payable, and accounts receivable.
- Working knowledge of QuickBooks Online.
- Experience using spreadsheets, databases, or workflow tools; Airtable experience is a plus.
- Strong attention to detail and accuracy when handling financial information.
- Excellent organizational and time-management skills.
- Strong written and verbal English communication skills.
- Comfortable handling customer service responsibilities via phone, text, and WhatsApp.
- Ability to work independently while following established processes.
- Strong problem-solving skills and a proactive approach to identifying issues.
- Reliable internet connection and a professional remote work environment.
Preferred Qualifications:
- Experience supporting a food, retail, e-commerce, subscription, catering, or delivery business.
- Experience handling customer collections.
- Experience with subscription-based businesses or recurring orders.
- Previous experience balancing bookkeeping responsibilities with customer service.
- Familiarity with Airtable.
Tools:
- QuickBooks Online
- Airtable
- Phone
- Text/ WhatsApp
- Other communication tools as required
Schedule:
- Full-Time
- 35–45 hours per week
- Schedule to be finalized based on business needs, including potential Sunday availability
