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

 

If a candidate lacks proficiency in any one of these three tools, they are not a fit for this role.

 

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