Job Title: Accounting and Payroll Specialist
Job Code: [KD-BAHL]
Position type: Full time
Work hours: 8:00 AM - 5:00 PM Eastern Time
Work days: Monday - Friday
Salary: $6-$7 per hour depending on experience
Key Responsibilities:
- Process bi-weekly payroll using ADP for employees and sales reps
- Ensure timely and accurate 1099 payments to subcontractors
- Track and manage commission payouts for sales staff
- Maintain and reconcile all financial records in QuickBooks Online
- Accurately record income, expenses, AR/AP, contractor payments, and insurance reimbursements
- Generate monthly financial reports: P&L, balance sheet, cash flow
- Track outstanding receivables from homeowners and insurance companies
- Assist with budgeting, forecasting, and planning
- Work with CPAs or tax professionals for compliance and filings
- Prepare and issue 1099s at year-end
- Ensure all financial records are audit-ready
- Provide weekly financial updates to ownership
- Coordinate with project managers and sales reps for job costing accuracy
- Identify and report payment discrepancies or anomalies
Basic Qualifications:
- 2-3 years of bookkeeping/accounting experience (construction/contractor industry preferred)
- Proficient in QuickBooks Online and ADP Payroll is preferred
- Deep understanding of payroll, commissions, and contractor payments
- Detail-oriented with a high degree of accuracy
- Strong communication and reporting skills
- Experience working remotely with digital financial workflows
- Committed to confidentiality and professionalism
- Must be proactive, organized, and capable of meeting deadlines
- Regular communication with ownership and department heads
- Reports directly to the owner and supports strategic decision-making
- Long-term opportunity with growth potential
Basic requirements
- Must be proficient in speaking and writing English very clearly
- Must have relevant work experience
- Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
- Must be available for video meetings with your camera on (when needed)
Technical requirements
- Device: Reliable laptop or desktop computer.
- Internet: High-speed connection (minimum 10 Mbps).
- Audio: Noise-canceling headset.
- Video: Webcam for virtual meetings.
- Workspace: Quiet, professional environment
- Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
- Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
- HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
- Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
- Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
- Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
- Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
- Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.
These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.
