QuickBooks & Operations VA

The ideal candidate is resourceful, thorough, and fully comfortable operating in an environment where workflows and processes are still taking shape.

Key Responsibilities:

• Configure forms, workflows, and tracking systems within SiteMax job site management software
• Process invoices and follow up on outstanding payments via QuickBooks Online
• Manage all B2B client correspondence and ensure timely, professional follow-up
• Track crew compliance with paperwork submissions and required safety documentation
• Compile operational reports and progress snapshots for management review
• Support the migration of time tracking and job data from QuickBooks Online into SiteMax
• Maintain accurate and well-organized records across both accounting and job site management systems
• Identify administrative inefficiencies and propose practical improvements
• Take on general administrative tasks as the role expands over time

Mandatory Skills:

• Proficiency in QuickBooks Online including invoicing and foundational financial reporting
• Experience with job site management, project management, or workflow-building platforms
• Strong organizational and administrative skills with the confidence to build systems from scratch
• Comfortable operating in a business environment where structures are still being established
• High attention to detail, especially for compliance tracking and documentation
• Reliable, thorough, and able to work independently with minimal oversight
• Strong communication skills with the ability to coordinate across departments and teams

Preferred Skills:

• Prior experience using SiteMax or a comparable job site management platform
• Background in construction, field services, or a related trade industry
• Experience in accounts receivable, invoicing, or bookkeeping
• History of building SOPs and operational documentation from the ground up
• Familiarity with safety compliance monitoring and crew management workflows
• Comfortable handling multiple projects simultaneously and adapting as responsibilities expand

If you find genuine satisfaction in turning complexity into clarity, this role is an excellent fit.