Job Description

BOOKKEEPER

Independent Contractor | Remote | Minimum 20 Hours/Week

This is an independent contractor (1099) position. VaVa contractors are responsible for managing their own taxes, benefits, and business expenses.

VaVa Virtual Assistants is a remote company based out of Atlanta, Georgia, built on the belief that businesses thrive when they have the right support behind them. We connect clients across industries like nonprofit, legal, coaching, and finance with skilled virtual professionals who bring genuine expertise to the work. Our team may be distributed, but the culture is deeply connected through daily conversation, project collaboration, and regular all-company virtual gatherings.

We are looking for an experienced Bookkeeper who is already doing this work independently, whether through their own practice or freelance engagements, and who can adapt to different chart of accounts structures, navigate varied client preferences, and deliver results without needing repeated direction. You will own the financial record-keeping for your assigned clients, manage the full bookkeeping cycle, and serve as a trusted point of contact for anything related to the numbers. The contractors who succeed in this role carry their expertise confidently and communicate with clients the same way.

Beyond your client work, you will be part of a contractor community that genuinely invests in one another's success. Regular calls with clients and fellow contractors keep you connected to the broader VaVa team, and every interaction is an opportunity to reflect our mission, vision, and values.

Please review the requirements and qualifications below carefully, as they reflect what it truly takes to succeed in this role. We appreciate your interest in joining the team.

EXPECTATIONS

Represent VaVa Virtual Assistants in a Positive and Professional Manner

• Bring a professional standard to every client interaction, written and verbal, that reflects the quality and credibility VaVa is known for.
• Treat all client financial information as strictly confidential. Use only approved tools and storage, follow each client's data security requirements, and never enter client data into unsanctioned AI tools or share it outside the scope of the engagement.
• Embrace VaVa’s values and contribute to a contractor culture built on accountability, consistency, and genuine investment in one another’s success.
• Maintain open communication with the VaVa team and participate in regular contractor calls and all-company gatherings.

Take Ownership of Client Satisfaction

• Manage the full bookkeeping relationship for each assigned client, including communication, deliverable timelines, and proactive issue resolution.
• Flag financial discrepancies, process gaps, and potential issues before they become problems for the client.
• Adapt to each client’s chart of accounts, preferences, and industry context without requiring repeated direction on the same item.
• Deliver accurate, complete, and timely work in every engagement, and communicate clearly when timelines or scope need to shift.
• Track engagement hours with awareness and flag any need to adjust hours up or down to maintain quality of service.

RESPONSIBILITIES

• Set up and maintain client accounts in their preferred financial software, including chart of accounts configuration, account mapping, and initial data migration as needed.
• Run the full bookkeeping cycle for clients across varied industries and company sizes, including transaction entry, categorization, and reconciliation.
• Reconcile monthly bank statements, credit card accounts, and long-term liability accounts with accuracy and within agreed timelines.
• Manage month-end close for each client, ensuring all financials are accurate, complete, and delivered on schedule.
• Generate and issue financial statements including profit and loss reports, balance sheets, accounts payable and receivable reports, and any additional reporting the client requires.
• Process accounts payable and accounts receivable as needed, including issuing invoices, recording incoming payments, and following up with client customers on outstanding balances.
• Record and categorize company expenses in alignment with the client’s chart of accounts and annual budget, and flag material variances to the client.
• Identify and resolve categorization issues or last-minute adjustments based on client preferences and GAAP standards, with clear documentation of the reasoning.
• Maintain an organized financial filing system for each client that supports easy retrieval, audit readiness, and compliance with applicable local, state, and federal reporting requirements.
• Keep all client financial data strictly confidential; use only approved tools and storage, follow each client's data security requirements, and never transmit or process sensitive information outside sanctioned systems.
• Prepare financial documentation for external auditors, CPAs, or tax preparers when requested.
• Communicate proactively with each client about task completion, reporting status, and any items requiring their input or decision.
• Apply automation within bookkeeping software to streamline reconciliation, categorization, and reporting workflows where appropriate.
• Manage competing client deadlines across multiple engagements without compromising accuracy or timeliness for any one client.
• Complete additional bookkeeping tasks as requested, within the scope of the contractor engagement.

GENERAL QUALIFICATIONS

• Must reside and be authorized to work in the United States.
• At least 3 years of demonstrated bookkeeping or accounting experience, including direct responsibility for client accounts.
• At least 2 years of experience working full-time in a virtual or remote capacity.
• Demonstrated experience supporting multiple clients across different industries; candidates who are actively running their own bookkeeping practice or taking on independent freelance engagements are strongly preferred.
• Available at least 20 hours per week to support high-touch, deliverable-focused clients.
• Solid understanding of GAAP and its application across different business types and sizes.

TECHNICAL QUALIFICATIONS

Must Have

• Demonstrated proficiency in QuickBooks Online, including setup, reconciliation, reporting, and chart of accounts management.
• Experience using at least one alternate financial software platform such as Xero, Wave, or equivalent.
• Experience building and maintaining chart of accounts for clients across different industries, including account mapping and structural adjustments.
• Proficiency in Microsoft Excel and Google Sheets, including formulas, data organization, and financial reporting formats.
• Experience with high-volume transaction entry, bank reconciliation, invoicing, and payment processing.
• Proficiency in Microsoft Office and Google Workspace; regular use of Slack and Zoom for client and team communication.
• Experience with at least one expense management tool (e.g., Bill.com, Ramp, Concur) for processing and tracking client business expenses.
• AI literacy; comfort using AI tools to support research, draft client communications, and identify workflow efficiencies, with an understanding of what client data should and should not be entered into AI systems.

Preferred

• Experience in nonprofit bookkeeping, including fund accounting, grant tracking, and compliance with nonprofit financial reporting requirements.
• Experience with legal billing and trust accounting, including IOLTA compliance and matter-based expense tracking.
• Experience with medical billing or coding, or familiarity with the financial workflows specific to medical practices and HIPAA.
• Proficiency in at least one project management tool (e.g., Asana, ClickUp, Notion, Trello) for tracking client deliverables and deadlines.
• Experience with workflow automation tools such as Zapier to reduce manual steps in recurring bookkeeping processes.
• Experience processing payroll through QuickBooks Online, Gusto, ADP, or equivalent.

EDUCATION

A degree is not required. Relevant experience and a track record of client work carry more weight than academic credentials.

Candidates without a degree should hold at least one relevant certification. Examples include: QuickBooks Online ProAdvisor, Intuit Bookkeeping Professional, NACPB Bookkeeping Certification, or a comparable credential from an accredited provider. An Associate’s or Bachelor’s degree in Accounting, Finance, or a related field is preferred where held.

A commitment to continued learning is an expectation of this role. Accounting standards, tax regulations, and software capabilities shift regularly; staying current is part of the job.

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