Bookkeeper VA

ROLE TITLE
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 entr