Bookkeeper & Virtual Assistant

Job Description

Job Description

Introduction : We are looking for a reliable and detail-oriented Bookkeeper to support our talent management team by handling essential bookkeeping tasks, with a focus on Accounts Receivable, invoicing, revenue recognition, and general accounting procedures. The ideal candidate should be proactive, organized, and comfortable working with accounting software such as Zoho and QuickBooks. This candidate will also be able to move fluently through other VA required tasks as required by senior staff.  Key Responsibilities :

• Accounts Receivable & Invoicing :
• Monitor and manage payments and invoices for talent accounts.
• Follow invoicing procedures to ensure timely and accurate billing.
• Create invoices using templates and confirm all details in Zoho before sending to brands.
• Collect data and generate invoices for talent as required.
• Attend weekly payment meetings to review payment statuses and follow up on unpaid invoices.
• Send follow-up emails to brands regarding outstanding payments and invoicing.
• Recognize payments on behalf of talent and update records accordingly.
• Revenue Review & Recognition :
• Review all revenue from the previous month, ensuring all payments are tracked and recorded.
• Recognize revenue from holding accounts when payments are made, ensuring proper accounting treatment.
• Review all talent and management fee invoices in QuickBooks for accuracy.
• Tax Documentation & Vendor Setup :
• Prepare necessary tax documents, including W9 / W8 forms, for talent and vendors.
• Complete vendor forms as required and set up talent as vendors on payment portals.
• Expense Tracking & Journal Entries :
• Send AMEX expenses to the CEO to differentiate business expenses.
• Enter journal entries into QuickBooks for AMEX expenses.
• Update bank reconciliation with AMEX expenses to be paid on the 13th.
• Additional Tasks :
• Update the Talent Review document for talent managers, ensuring all relevant information is current.
• Maintain the talent income tracker, regularly updating payment statuses and totals.
• Help coordinate schedules for meetings, and other duties required by the CEO and other senior staff Qualifications :
• Proven experience in basic bookkeeping, accounting, or related field (experience with accounts receivable is a plus).
• Familiarity with QuickBooks and Zoho or similar accounting software.
• Strong attention to detail and the ability to work with large sets of financial data.
• Excellent organizational skills and the ability to prioritize multiple tasks.
• Strong communication skills, especially for email follow-ups with brands and talent.
• Ability to handle sensitive financial information with confidentiality and accuracy.
• Ability to adapt to changing processes and deadlines.