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) Manage day-to-day bookkeeping across multiple entities in QuickBooks Online (QBO) Perform monthly bank and credit card reconciliations Handle accounts payable and receivable, including vendor and supplier billing Generate financial reports (P&L, balance sheet, cash flow) on a regular cadence Maintain organised, audit-ready financial records and documentation

Expense & Card Management

Administer corporate card spending and expense management via Ramp Review and categorise transactions, enforce spend policies, and flag discrepancies Ensure expenses sync accurately with QBO

Payroll & HR Administration

Process payroll and manage employee records in Gusto Support onboarding of new employees and contractors within Gusto Manage pay schedules and ensure timely, accurate payroll runs

Reporting & Operations

Track financial KPIs and assist with reporting as needed Provide regular summaries and flag anything requiring the owner's attention Handle ad hoc accounting, admin, and financial tasks as they arise

Requirements (MUST-HAVE)

3+ years of experience in a bookkeeping, accounting VA, or finance support role Hands-on, proven proficiency in QuickBooks Online (QBO) — ESSENTIAL Direct experience using Ramp for expense and corporate card management — ESSENTIAL Working knowledge of Gusto for payroll processing and employee administration — ESSENTIAL Comfortable managing finances across multiple entities simultaneously Strong attention to detail with a high standard of accuracy Fluent English — written and verbal Able to work independently, take initiative, and meet deadlines without hand-holding 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:

QuickBooks Online (QBO)

Ramp Gusto

Nice to Have

Experience supporting a U.S.-based business remotely Familiarity with accounting for real estate or rental properties Exposure to construction industry financials QuickBooks ProAdvisor certification or equivalent bookkeeping qualification Experience with other finance tools (e.g., Bill.com, Stripe, Expensify)

Working Style

Comfortable managing multiple entities and varied financial tasks Proactive — flags issues before they become problems Trustworthy with sensitive financial data Thrives with autonomy and clear SOPs Early riser preferred — owner works from approximately 5:00 AM CT