Finance and Admin Virtual Assistant

Job Summary:
We're scouting for a highly organized and extremely detail-oriented Operations and Finance Support Virtual Assistant to run our daily internal operations and handle routine finance tasks. The role is heavily spreadsheet-based, so accuracy is the top priority: you'll be working with client records, invoices, and financial data where a single wrong number has real consequences.
You'll collaborate closely with management, keep our internal systems clean and up to date, and help our daily operations run smoothly.
This is an excellent opportunity for someone who wants to grow quickly, take on more responsibility, and build a long-term role in a fast-growing company.

Key Responsibilities:
Operations and Administration

• Post and manage job listings on multiple platforms
• Run the administrative side of new client onboarding, including preparing and sending onboarding emails, collecting required information, and setting clients up correctly in our systems
• Send professional, clear emails to clients as part of ongoing account administration
• Keep in touch with VAs and internal team members about updates, schedules, and processes
• Manage tasks, deadlines, and workflows in Asana: creating tasks, assigning owners, updating statuses, and making sure nothing falls through the cracks
• Update and maintain records in Airtable: adding new records, keeping fields accurate and complete, and keeping data consistent across bases
• Prepare and update daily reports and operational trackers
• Support senior management with administrative and operational tasks
• Help improve internal workflows and processes over time

Finance Support

• Prepare, send, and record client invoices, and follow each one through to payment
• Enter new clients and their billing details accurately into our invoicing and finance systems
• Keep finance trackers and records in Excel and Google Sheets current
• Help reconcile payment platforms against internal records each month
• Support payroll preparation by collecting, checking, and organizing the required data
• Follow up professionally on outstanding or overdue payments
• Organize receipts, confirmations, and supporting documentation
• Report discrepancies, missing data, or unusual items to management promptly

Mandatory Requirements:

• Strong hands-on experience with Excel and Google Sheets - MUST. You should be comfortable with formulas, filters, sorting, data validation, pivot tables, and working across large sheets without breaking them
• Exceptional attention to detail and a very high standard of accuracy. This role involves numbers, invoices, and client records, so mistakes are costly
• Excellent written and verbal English communication skills - MUST
• Ability to write clear, professional client-facing emails independently
• Strong organizational skills and the ability to manage multiple ongoing tasks without losing track of details
• Ability to multitask and manage priorities in a fast-paced environment
• Discretion and reliability when handling confidential client and financial information
• Stable internet connection
• Good-quality camera and microphone for meetings and calls
• Professional, proactive, and reliable work ethic

Preferred Skills:

• Prior Virtual Assistant experience
• Experience with Asana or similar project management tools
• Experience with Airtable or similar database tools
• Experience with bookkeeping, invoicing, payroll support, or accounts receivable
• Familiarity with online job platforms, CRM tools, or payment platforms

Growth Opportunity:
This role is built for someone who wants to grow with the company. You'll start with core operations, client administration, and routine finance tasks, then quickly gain more responsibility based on performance, reliability, and initiative. High performers will have the chance to move into more senior operational, coordination, or finance roles.

Why Join Us?

• Remote position with a structured, professional work environment
• Long-term opportunity with room for rapid growth
• Work with an international team in the recruitment and VA placement industry
• Build valuable skills across operations, client administration, finance, and business systems

If you're organized, accurate, detail-obsessed, and ready to grow with a dynamic company, apply now and help us take our operations to the next level!