Finance & Admin VA

Job Summary:
We'd like to bring on a detail-focused Billing and Invoicing VA to handle the financial administration of a boutique architecture and design firm. This role centers on monthly client invoicing and accounts receivable follow-up using Monograph, along with supporting tasks such as data migration, payment tracking, and financial recordkeeping. The right candidate is highly organized, trustworthy with sensitive financial data, and comfortable working independently within established billing cycles.

Key Responsibilities:

• Prepare and draft monthly client invoices in Monograph for review and approval
• Migrate historical hours and invoice data from Harvest into Monograph
• Watch accounts receivable and follow up with clients on overdue payments via email
• Set up new projects in Monograph and Dropbox
• Enter consultant bills into Monograph and track outgoing payments once the client pays
• Calculate contract employee hours and help process their payments
• Process bi-weekly 401K payments
• Keep an eye on credit card balances, stay on top of payments, and review statements for unusual charges
• Help with business certification renewals (e.g., WBE)
• Support communication with external bookkeepers and accountants

Mandatory Skills:

• Proven experience in billing, invoicing, or accounts receivable
• Hands-on experience with time-tracking or invoicing software (e.g., Monograph, Harvest, QuickBooks, or similar)
• Strong data entry accuracy and attention to detail
• Excellent written English for professional client payment follow-ups
• Able to handle confidential financial information with discretion and integrity
• Dependable, detail-focused, and able to work independently
• Strong communication skills

Preferred Skills:

• Experience with Monograph specifically, or other project-based billing tools for professional services firms
• Familiarity with Dropbox for project file organization
• Background supporting architecture, engineering, design, or other professional services businesses
• Experience with payroll support, 401K processing, or contractor payments
• Experience liaising with bookkeepers or accountants
• Able to handle multiple projects at once

Why Join Us:
Join a small, collaborative team where your work directly keeps the business running smoothly. You'll work closely with the business owner, take real ownership of the billing function, and have the chance to grow your responsibilities over time in a stable, long-term role.