Virtual Assistant and Bookkeeper

Virtual Assistant / Bookkeeper — Job Description

About the role

We're hiring a full-time, fully remote Virtual Assistant / Bookkeeper to own the owner's inbox and keep the books current every single day. You'll be the person who makes sure nothing slips: every email gets handled, every receipt gets matched, and month-end closes clean.

We operate two high-volume, multi-location restaurants in downtown Toronto. The owner also has a very busy inbox, so you'll work across several emails and more than one set of books.

You report directly to the owner. This role is built for someone who is organized, discreet, and comfortable making judgment calls without waiting to be told.

Responsibilities: inbox management

You'll keep the owner's business inboxes at zero unhandled messages by end of each business day.

• Triage daily across 4–5 business inboxes (Google Workspace): sort, label, archive, and flag what needs the owner.
• Handle routine mail yourself: vendor follow-ups, scheduling, document requests, confirmations.
• Draft replies for approval on anything sensitive, financial, legal, or people-related. Replies go out from the account that received the message.
• Send a daily digest (end of day): what came in, what you handled, what needs the owner's decision, and what's waiting on others.
• Capture action items into the owner's task list and calendar, with dates.
• Manage the calendar: book meetings, send invites, protect focus time, and resolve conflicts.
• Route invoices and receipts from email into the bookkeeping system the same day they arrive.
• Keep the inbox clean: filters, labels, unsubscribes, and templates for repeat replies.
• Chase open loops: follow up on anything waiting more than 48 hours.

Responsibilities: daily bookkeeping

You'll keep three sets of books (two restaurants plus the holding company) current to within one business day.

Daily

• Review every receipt and invoice submitted to Dext; confirm the OCR read, supplier, amount, HST, and category.
• Work with the current book keeper to organize and categorize all expenses
• Publish approved items to QuickBooks and reconcile against bank and credit-card feeds.
• Flag any card charge without a receipt and follow up directly with the cardholder until it's in.

Weekly

• Reconcile food-supplier (truck) invoices from our two main distributors against deliveries and payments.
• Track bills due and prepare a payment list for the owner's approval.
• Report open items: missing receipts, unmatched transactions, disputed invoices.

Month-end

• Close both restaurants' books and reconcile all bank and card accounts.
• Prepare the franchisor's monthly financial reporting package and enter the month's expenses into the franchisor's reporting portal by month end.
• Prepare the package for our external accountant.

Tools - What you'll use it for

QuickBooks Online - Books for each company, bank and card reconciliation

Gmail / Google Workspace - Business inboxes, Drive, Sheets

Google Calendar - Scheduling and invites

Slack -Team communication with restaurant leaders

What success looks like

By day 90, the owner spends under 15 minutes a day on email and never has to ask where a receipt is.

Daily digest sent - Every business day

Receipts and invoices coded and published and reviewed within 1 business day

Card charges with a matched receipt 100% by month end

Month-end close for both restaurants - Complete by the 5th business day

Franchisor reporting and portal entries Submitted on time, every month

First 30 days: learn the inboxes, chart of accounts, and supplier rules; clear any backlog.

By day 60: run the daily inbox and bookkeeping routine without prompting; own the weekly supplier reconciliation.

By day 90: run month-end close end to end and deliver the accountant and franchisor packages on schedule.

Qualifications

We need someone who has already done both halves of this job, ideally for a busy owner-operator.

Must have

• 2+ years of hands-on bookkeeping in QuickBooks Online, including bank and credit-card reconciliation.
• 2+ years as an executive or virtual assistant managing someone else's inbox and calendar.
• Working knowledge of Canadian HST and Ontario small-business bookkeeping.
• Clear, professional written English; you'll write on the owner's behalf.
• High attention to detail; month-end numbers can't have mistakes.
• Proven discretion with confidential financial and personnel information.
• Available during Toronto business hours (Eastern Time).

Nice to have

• Dext (or Hubdoc / similar receipt-capture tool) experience.
• Restaurant, franchise, or multi-location bookkeeping experience.
• Bookkeeping certificate or progress toward CPA.
• Comfort with Zapier or similar automation tools.

Role details

Fully remote (Canada)

Hours - Full-time

Schedule

Daily coverage on business days, Eastern Time

Compensation -₱45,000 to ₱60,000

Employment type: Contractor

Reports to -Owner

Start: Within 1 - 2 weeks

Must have strong internet connection and ability to reach Owner as needed.

Confidentiality and access. You'll sign a confidentiality agreement before starting. You'll get your own logins for each system; passwords are never shared. You won't move money: payments are prepared for the owner's approval and released by the owner.

How to apply

Send your resume and a short note to [email protected] with the subject line:

"VA / Bookkeeper – [Your Name]".

In your note, tell us in 3–5 sentences:

• The largest number of inboxes and QuickBooks companies you've managed at once.
• How you'd catch a credit-card charge that never got a receipt.
• Your hourly rate or salary expectation and weekly availability.

Shortlisted candidates complete a short paid test: triaging a sample inbox and coding a batch of receipts.

Pay: Php40,000.00 - Php55,000.00 per month

Work Location: Remote