Finance Virtual Assistant

Finance Virtual Assistant (AP/AR & Management Accounts Support) | UK business hours overlap preferred | Full-Time | Remote| Salary: $1100 - $1300

Overview

We are seeking a highly organized and detail-oriented Finance Virtual Assistant to support a growing finance function. This is a hands-on role focused on both transactional accounting and management accounts support, with responsibilities split approximately 60/40 between Accounts Payable & Accounts Receivable and month-end finance operations.

You will play a key role in maintaining accurate financial records, ensuring suppliers are paid on time, supporting collections processes, and assisting with reconciliations and reporting. The ideal candidate enjoys working with numbers, has strong bookkeeping fundamentals, and takes pride in maintaining clean and accurate financial data.

This role works closely with a small, experienced finance team in a fast-paced remote environment.

Key Responsibilities

Accounts Payable (AP)
* Process supplier invoices in Xero with accurate coding, VAT treatment, and tracking categories
Process supplier invoices in Xero with accurate coding, VAT treatment, and tracking categories
* Manage the AP inbox and respond to supplier queries professionally and promptly
Manage the AP inbox and respond to supplier queries professionally and promptly
* Match purchase orders against invoices and investigate discrepancies
Match purchase orders against invoices and investigate discrepancies
* Prepare weekly payment runs for review and approval, including FX payments
Prepare weekly payment runs for review and approval, including FX payments
* Maintain supplier records and verify vendor banking information
Maintain supplier records and verify vendor banking information
* Reconcile supplier statements and clear aged balances
Reconcile supplier statements and clear aged balances
* Monitor outstanding liabilities and ensure timely processing
Monitor outstanding liabilities and ensure timely processing

Accounts Receivable (AR)
* Raise B2B invoices and credit notes accurately and on schedule
Raise B2B invoices and credit notes accurately and on schedule
* Allocate incoming payments and resolve unallocated receipts
Allocate incoming payments and resolve unallocated receipts
* Manage collections and follow up on overdue invoices professionally
Manage collections and follow up on overdue invoices professionally
* Escalate ageing debt issues when necessary
Escalate ageing debt issues when necessary
* Maintain accurate customer ledger records
Maintain accurate customer ledger records
* Produce weekly debtors reports with commentary and updates
Produce weekly debtors reports with commentary and updates

Management Accounts Support
* Assist with balance sheet reconciliations including bank accounts, PSPs, intercompany accounts, accruals, and prepayments
Assist with balance sheet reconciliations including bank accounts, PSPs, intercompany accounts, accruals, and prepayments
* Post recurring journals under guidance from the management accountant
Post recurring journals under guidance from the management accountant
* Support month-end close processes and reporting deadlines
Support month-end close processes and reporting deadlines
* Assist with variance analysis and ad-hoc financial investigations
Assist with variance analysis and ad-hoc financial investigations
* Prepare supplier spend reviews and cost-centre breakdowns
Prepare supplier spend reviews and cost-centre breakdowns
* Maintain finance documentation, SOPs, and internal control checklists
Maintain finance documentation, SOPs, and internal control checklists

Requirements

Essential Skills & Experience
* Strong hands-on experience using Xero across AP, AR, reconciliations, and reporting
Strong hands-on experience using Xero across AP, AR, reconciliations, and reporting
* Solid bookkeeping and double-entry accounting knowledge
Solid bookkeeping and double-entry accounting knowledge
* Strong understanding of P&L and balance sheet structures
Strong understanding of P&L and balance sheet structures
* Advanced Excel or Google Sheets skills, including:VLOOKUP/XLOOKUPPivot TablesSUMIFS
Advanced Excel or Google Sheets skills, including:
* VLOOKUP/XLOOKUP
VLOOKUP/XLOOKUP
* Pivot Tables
Pivot Tables
* SUMIFS
SUMIFS
* Excellent written English and professional communication skills
Excellent written English and professional communication skills
* High attention to detail and strong problem-solving ability
High attention to detail and strong problem-solving ability
* Ability to work independently and manage deadlines proactively
Ability to work independently and manage deadlines proactively
* Comfortable handling confidential financial information
Comfortable handling confidential financial information

Nice to Have
* Experience with multi-currency or multi-entity bookkeeping
Experience with multi-currency or multi-entity bookkeeping
* Exposure to e-commerce or DTC businesses
Exposure to e-commerce or DTC bu