Bookkeeper VA

You will own the day-to-day bookkeeping and financial recordkeeping for multiple LLCs/business entities, keeping QuickBooks Online, supporting documentation, and financial spreadsheets accurate and current.

This role is execution-heavy: you will enter and code transactions, reconcile bank and credit card accounts, maintain AP/AR records, match documentation to transactions, investigate discrepancies, and prepare books for weekly and month-end review.

You will work within established accounting procedures, the company chart of accounts, and coding standards. When something does not reconcile or a transaction is questionable, you are expected to investigate it within your authorized scope and clearly escalate what cannot be resolved.

This is not a role for someone who needs daily supervision or who is only familiar with basic data entry. Strong QuickBooks Online experience, reconciliation experience, and the ability to independently manage multiple sets of books are required.

Core Responsibilities

QuickBooks & Transaction Management

• Maintain accurate, current QuickBooks Online records across multiple LLCs/business entities.
• Enter and categorize transactions using the company's established chart of accounts and coding system rather than creating inconsistent classifications.
• Record invoices, receipts, payments, deposits, intercompany transactions, and other financial activity with the appropriate supporting documentation.
• Review entered transactions for missing information, incorrect coding, duplicates, or inconsistencies before they flow into reporting.

Bank & Credit Card Reconciliation

• Reconcile assigned bank and credit card accounts against statements and verify that transactions and ending balances agree.
• Investigate discrepancies when balances or transactions do not match, including checking transaction coding and supporting documentation.
• Correct discrepancies and miscoded transactions when they fall within your authorized scope.
• Escalate unresolved, questionable, or potentially incorrect transactions with enough context for management to make a decision rather than simply flagging the issue.

Accounts Payable & Accounts Receivable

• Maintain AP and AR records by keeping vendor invoices, expenses, payments, deposits, and receivables current.
• Add and maintain vendor records and keep the vendor list accurate, organized, and current.
• Reconcile rental income and other expected payments against applicable records or reports.
• Identify late, missing, or inconsistent payments and report them for management review.
• Review AP/AR records for missing documentation or transactions that could prevent accurate financial reporting.

Financial Documentation & Recordkeeping

• Monitor designated email accounts for incoming invoices, receipts, statements, and other bookkeeping documents.
• Identify which QuickBooks transaction each supporting document belongs to and organize the documentation in the designated cloud storage.
• Match supporting documents to applicable QuickBooks transactions so records can be located during review or tax preparation.
• Maintain complete, organized financial records that are usable for bookkeeping and tax support.

Financial Spreadsheets & Reporting

• Maintain Google Sheets and financial trackers and keep them aligned with QuickBooks records.
• Update cash flow, deal-related, and other bookkeeping spreadsheets as required.
• Compare spreadsheet information against QuickBooks and investigate inconsistencies instead of allowing conflicting records to remain.
• Assist with weekly and month-end Profit & Loss reporting and other financial reports by ensuring the underlying bookkeeping records are complete and accurate.

Month-End Bookkeeping

• Complete required transaction entries, reconciliations, AP/AR updates, and documentation before the month-end review.
• Review the books before submission for missing information, discrepancies, duplicate entries, and coding errors.
• Resolve issues that are within your authorized scope before month-end review.
• Escalate remaining issues with clear documentation and context.
• Prepare accurate and complete books for management's final review and close.

Requirements (Non-Negotiable)

• Strong QuickBooks Online experience — hard requirement.
• Solid hands-on bookkeeping experience covering transaction entry, bank reconciliation, credit card reconciliation, AP, and AR.
• Demonstrated experience maintaining books for multiple LLCs/business entities.
• Experience handling intercompany transactions.
• Proficiency with Google Sheets and financial spreadsheets.
• Ability to identify, investigate, and communicate financial discrepancies rather than simply entering data.
• Ability to consistently follow established accounting procedures, chart-of-accounts structures, and coding standards.
• Ability to independently manage assigned bookkeeping work without requiring daily reminders or step-by-step direction.
• Strong organizational and time-management skills, particularly when managing records across multiple entities.
• Clear written and verbal English communication.
• High level of honesty, integrity, reliability, and confidentiality when handling financial information.
• Real estate bookkeeping experience is preferred but not required.
• Familiarity with HUD/settlement statements and real estate transactions is preferred.

Filtering signal: Candidates whose experience is limited to basic accounting data entry, invoicing, payroll support, or administrative bookkeeping without hands-on reconciliation and AP/AR ownership will not meet the minimum bar.

Tools

The role may require regular use of:

• QuickBooks Online
• Google Sheets
• Outlook
• Dropbox / Google Drive
• Online Banking Portals
• Credit Card Portals
• Asana
• Canopy

What We Actually Care About

• You catch problems before they become reporting problems. You notice when a reconciliation does not balance, a transaction is miscoded, documentation is missing, or expected income does not match the records.
• You can work across multiple sets of books without losing control of the details. Each entity needs to remain properly separated and accurately maintained.
• You follow the established system instead of creating your own. Consistent coding, documentation, and accounting procedures matter.
• You investigate before escalating. When something is wrong, you determine what you can verify or correct within your authority and provide useful context when escalation is necessary.
• You close loops independently. Assigned bookkeeping work should move from transaction entry through reconciliation, documentation, review, and escalation without requiring constant follow-up.
• You treat financial information as sensitive. Accuracy, confidentiality, honesty, and reliability are operational requirements, not optional personality traits.

What This Role Is NOT

• Not a basic data-entry position. You are expected to reconcile, review, investigate discrepancies, and maintain accurate books.
• Not a role for someone who needs daily direction. You will receive established procedures and standards, but you are expected to execute assigned bookkeeping work independently.
• Not a single-entity bookkeeping role. The position requires maintaining records across multiple LLCs/business entities and handling intercompany transactions.
• Not a purely administrative accounting role. AP, AR, reconciliations, transaction coding, documentation, and month-end preparation are core responsibilities.
• Not a role where unresolved issues can simply be left flagged. You must investigate what you can, correct what is within your authority, and escalate unresolved issues with clear context.