Bookkeeper Virtual Assistant

Bookkeeper Virtual Assistant – Multi-Property Portfolio

Role Summary

This role manages the end-to-end bookkeeping for multiple rental properties. You will reconcile accounts, track tenant payments, maintain property-ledger integrity, generate detailed financial reports, and troubleshoot discrepancies independently. You step in when accounts or reporting issues arise—your job is to resolve them without back-and-forth or daily guidance.

Filtering signal: This role is not for candidates who need daily supervision or only want routine bookkeeping tasks.

Core Responsibilities

• Bank Reconciliation: Review all bank accounts for each property weekly; identify discrepancies; produce variance analyses; resolve issues without escalation.
• Credit Card & Expense Tracking: Reconcile credit card transactions related to property expenses; assign accurate categories; flag unusual expenses.
• Tenant Payment Management: Match payments to tenant accounts; track deposits; audit ledgers monthly; resolve misapplied or missing payments.
• Accounts Payable & Receivable: Process vendor invoices; categorize expenses; schedule payments; monitor aging accounts receivable; follow up on delinquent tenants with precise, actionable reporting.
• Property Accounting: Maintain separate ledgers per property; produce consolidated reports; track capital expenditures versus routine maintenance; resolve integration errors between Buildium and QuickBooks.
• Financial Reporting: Generate property-level P&L statements, cash flow projections, and management-ready packages; provide supporting documentation for tax preparation.
• Ad Hoc Accounting & Admin: Assist with occasional administrative or reporting tasks; escalate only if resolution is impossible.

What We Actually Care About

• You take ownership of issues until resolved.
• You know when to escalate vs. act independently.
• You can manage multiple property accounts simultaneously without guidance.
• You can produce actionable financial reports for management.
• You spot discrepancies others miss and resolve them efficiently.

What This Role Is NOT

• A data-entry-only role; you must interpret, verify, and reconcile numbers.
• A task that receives step-by-step instruction daily; independence is required.
• A general admin VA; focus is property accounting.
• A junior bookkeeping role; requires experience with multi-property ledgers and variance analysis.

Position Details

• Hours: Part-time, Philippine time zone aligned to US business hours
• Work Style: Remote, async, results-focused
• Contractor Structure: Independent contractor, performance-based deliverables

Application Instructions

• Submit your resume plus a short walkthrough of a recent reconciliation you performed (include the type of discrepancy and how you resolved it).
• Candidates who cannot describe how they solved a reconciliation problem independently will not be considered.

Requirements (Non-Negotiable)

• Proven bookkeeping experience in multi-property environments.
• Advanced proficiency in QuickBooks and Buildium (or similar property management software).
• Must work independently, prioritize tasks, and make decisions without daily direction.
• Strong analytical mindset; ability to detect, investigate, and resolve discrepancies accurately.
• Excellent written and verbal communication for async reporting.
• High attention to detail; mistakes in reconciliations or reporting are unacceptable.

Tools

• Buildium
• QuickBooks
• Microsoft Excel (advanced)
• Google Sheets, Drive, Gmail
• Adobe PDF

Benefits

• PTO
• HMO
• Fully Remote Work