The role of a Bookkeeping and Admin Virtual Assistant at 20four7VA
Job Overview
20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.
We are seeking a highly organised, detail-oriented Virtual Assistant / Bookkeeper to provide ongoing support across several UK-based businesses — including a care home, a property company, and a Regus franchise.
The ideal candidate will have excellent English communication skills, strong numerical and administrative abilities, and the confidence to manage tasks across multiple business functions.
You will report directly to the Director and liaise with UK-based accountants, suppliers, and local authorities.
The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.
Scope of Services
Contractors will be required to provide services that align with the following client tasks:
- General (all businesses)
- Contact suppliers and clients to introduce yourself, confirm details, and ensure smooth communication.
- Send professional introduction emails and set up billing or supplier accounts as required.
- Download invoices from supplier portals and send purchase/sales invoices to the accountant.
- Keep accurate digital filing of all invoices, receipts, and correspondence.
- Edit and format business documents, letters, and spreadsheets.
- Monitor shared inboxes and prioritise emails that require attention or escalation.
- Make phone calls to suppliers, councils, and other contacts to follow up on invoices, debts, or queries.
- Maintain task lists and ensure deadlines are met.
- Care Home
- Collect staff hours and communication from the Care Home Manager; review against RotaCloud (rota management software).
- Identify discrepancies and flag issues promptly.
- Contact Birmingham City Council and other funding authorities regarding payments, invoices, and queries.
- Assist with record collection and document organisation.
- Maintain confidentiality and compliance with data protection standards.
- Regus Franchise
- Collect staff hours and communication from the Care Home Manager; review against RotaCloud (rota management software).
- Identify discrepancies and flag issues promptly.
- Contact Birmingham City Council and other funding authorities regarding payments, invoices, and queries.
- Assist with record collection and document organisation.
- Maintain confidentiality and compliance with data protection standards.
- Property and General Business Support
- Maintain trackers for rent payments, cash flow, and property compliance (EPC, gas safety, insurance, etc.).
- Assist with refinancing or funding applications by compiling required documents.
- Support with OpenRent and other portal listings (property advertisements and tenant communication).
- Assist with correspondence and file management for accountants, solicitors, and lenders.
- Research and compare quotes for services or suppliers as needed.
Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.
Skills
The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:
- Maintain trackers for rent payments, cash flow, and property compliance (EPC, gas safety, insurance, etc.).
- Assist with refinancing or funding applications by compiling required documents.
- Support with OpenRent and other portal listings (property advertisements and tenant communication).
- Assist with correspondence and file management for accountants, solicitors, and lenders.
- Research and compare quotes for services or suppliers as needed.
- Prior experience with UK-based businesses. (preferred)
- Experience in bookkeeping, admin support, or finance roles. (preferred)
- Knowledge of QuickBooks, Xero, or Sage (advantageous but not essential). (preferred)
- Previous experience in property, care home administration, or Regus/IWG operations would be ideal. (preferred)
Tools
- Microsoft Office (Excel, Word, Outlook)
- Google Drive / Google Sheets / Google Docs
- Dropbox
- Microsoft Teams
- PDF Editor
- RotaCloud (for staff scheduling)
- Regus/IWG Systems
- Email / VOIP for UK communication
- Optional: Xero
Work Schedule
- Contracted Hours per Week: 40 Hours
- Scheduled Working Days: Monday through Friday
- Daily Working Time: 10 AM-7 PM UK time
Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.
Terms of Engagement
- Contractors will operate under a Master Services Agreement and a Statement of Work
- This is not an offer of employment; contractors are not employees of 20four7VA or any client
- All compensation is processed through 20four7VA according to the terms of the engagement
To learn more about 20four7VA visit their website
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