Financial & Bookkeeping Virtual Assistant

POSITION OVERVIEW

We are hiring a Financial & Bookkeeping Virtual Assistant to support a growing franchise organization that operates multiple business units in the hospitality and entertainment space.

This role will focus heavily on financial operations, bookkeeping, payroll support, and financial reporting across several operating units. The ideal candidate will have strong experience with QuickBooks, payroll systems, and financial reporting, and be comfortable managing daily financial data and operational reporting.

The role will work closely with the company's leadership team and Director of Finance to ensure accurate financial tracking and reporting across multiple locations.

KEY RESPONSIBILITIES

Financial Operations & Bookkeeping

• Manage accounts receivable and accounts payable
• Process invoices and submit invoices to the Director of Finance for approval
• Pay approved invoices on schedule
• Perform cost coding across operating business units
• Maintain accurate financial records within QuickBooks

Financial Reporting

• Update and maintain daily financial tracking spreadsheets
• Track and report daily cash outflows from main accounts
• Maintain and distribute daily financial reports
• Maintain daily "flash reports" including:
  • Daily sales across operating units
  • Daily labor reporting
  • Projection comparisons

Live Financial Tracking

• Maintain live Profit & Loss reports for each operating unit
• Support leadership with financial insights and reporting
• Ensure accuracy across financial data and reporting

Payroll Administration

• Process bi-weekly payroll for operating units
• Process overhead payroll
• Track and process employee reimbursements
• Track and process commissions
• Ensure payroll accuracy and reporting compliance

MUST-HAVES

• Strong experience with QuickBooks
• Experience with Paylocity payroll software
• Strong accounts receivable and accounts payable experience
• Experience managing financial reporting and operational reporting
• Strong Excel / spreadsheet management skills
• Experience handling multi-entity or multi-unit financial reporting
• Strong attention to detail and financial accuracy
• Experience working with financial leadership or a finance team

NICE TO HAVE

• Experience with Restaurant365
• Experience supporting multi-location businesses
• Experience in restaurant, hospitality, or franchise operations
• Experience integrating payroll, retirement plans, and financial systems

TOOLS / SOFTWARE

• QuickBooks – Required
• Paylocity – Strongly Preferred
• Excel / Google Sheets – Required
• Restaurant365 – Nice to Have

WORKING HOURS

• Part-Time (approx. 20 hours/week)
• Preferred working hours aligned with EST or CST time zones
• May expand as additional business units are added

IDEAL CANDIDATE PROFILE

• Strong financial operations mindset
• Comfortable working with multiple operating units
• Highly detail-oriented and accurate with financial data
• Able to manage multiple financial processes simultaneously
• Proactive and comfortable supporting a growing business