Virtual Assistant (Finance & Operations)
Somewhere
🇿🇦 Hirezar Summary for South African Applicants
This fully remote full time position at Somewhere is open to applicants from South Africa. This role is suited for mid-level professionals. As a remote position, you can work from anywhere in South Africa — whether you're based in Johannesburg, Cape Town, Durban, or a smaller town.
Job Description
Virtual Assistant (Finance & Operations)
Employment Type:Full time, independent contractorWork Model:RemoteWork Hours:US work hours
Role Summary
We are seeking a highly dependable, process-drivenVirtual Assistant (Finance & Operations)to take ownership of a large portion of our recurring financial, operational, and administrative workflows across both of our business units.
This isnota basic “task taker” role. We are looking for an independent, detail-oriented operator capable of managing recurring workflows autonomously after onboarding. The business already has strong SOPs, training documentation, templates, and systems in place; your mission is to execute these frameworks consistently while proactively helping to improve our internal processes over time.
Why This Role Matters
This position is a core operational support function designed to:
* Keep critical accounting and operational workflows moving smoothly without delays.
Keep critical accounting and operational workflows moving smoothly without delays.
* Reduce administrative bottlenecks and improve weekly process tracking.
Reduce administrative bottlenecks and improve weekly process tracking.
* Ensure all compliance items, billing deadlines, and documentation do not fall through the cracks.
Ensure all compliance items, billing deadlines, and documentation do not fall through the cracks.
* Free up senior team members to focus exclusively on high-level growth priorities.
Free up senior team members to focus exclusively on high-level growth priorities.
Key Responsibilities
Tier 1: Daily & Weekly Finance Operations (Highest Priority)
* Accounts Payable:Enter and categorize bills inside QuickBooks Desktop and Bill.com, maintain digital vendor records, attach backup documentation, and prepare payment runs for final approval.
Accounts Payable:Enter and categorize bills inside QuickBooks Desktop and Bill.com, maintain digital vendor records, attach backup documentation, and prepare payment runs for final approval.
* Bill.com Management:Manage AP routing pipelines, monitor invoice tracking, and handle end-to-end vendor management workflows.
Bill.com Management:Manage AP routing pipelines, monitor invoice tracking, and handle end-to-end vendor management workflows.
* Payroll & Invoicing:Gather and clean timekeeping logs, prepare error-checked payroll packets, and assemble client invoices from pre-built templates with all supporting materials attached.
Payroll & Invoicing:Gather and clean timekeeping logs, prepare error-checked payroll packets, and assemble client invoices from pre-built templates with all supporting materials attached.
* Contracts & Compliance:Assemble project contract packets, confirm required legal documentation, prepare compliance/pre-lien packets, and strictly track submission deadlines.
Contracts & Compliance:Assemble project contract packets, confirm required legal documentation, prepare compliance/pre-lien packets, and strictly track submission deadlines.
* Meeting Preparation:Draft weekly leadership meeting agendas from templates, compiling open action items and supporting operational links.
Meeting Preparation:Draft weekly leadership meeting agendas from templates, compiling open action items and supporting operational links.
Tier 2: Monthly Financial Systems Support
* Revenue Tracking:Update internal revenue tracking tabs and reporting sheets, verifying data accuracy and flagging missing pieces to leadership.
Revenue Tracking:Update internal revenue tracking tabs and reporting sheets, verifying data accuracy and flagging missing pieces to leadership.
* Reconciliation Support:Prepare initial statements and ledger reconciliations, maintain transaction logs, and track discrepancies.
Reconciliation Support:Prepare initial statements and ledger reconciliations, maintain transaction logs, and track discrepancies.
* Manual Entry Prep:Compile supporting documentation for accounting entries, routing them to senior leadership for formal approval and posting.
Manual Entry Prep:Compile supporting documentation for accounting entries, routing them to senior leadership for formal approval and posting.
Tier 3 & 4: Operational Administration & Ad-Hoc Coordination
* Project Support:Coordinate photography scheduling, create plumbing spec sheets from templates, and maintain bid opportunity tracking systems.
Project Support:Coordinate photography scheduling, create plumbing spec sheets from templates, and maintain bid opportunity tracking systems.
* HR & Compliance Admin:Prepare new-hire onboarding checklists and maintain up-to-date city business license renewal logs.
HR & Compliance Admin:Prepare new-hire onboarding checklists and maintain up-to-date city business license renewal logs.
* Logistics Coordination:Book team travel, manage per-diem logs, coordinate delivery schedules, update project trackers, and systematically request Certificates of Insurance (COIs).
Logistics Coordination:Book team travel, manage per-diem logs, coordinate de
Tips for South African Applicants
Timezone Advantage
South Africa (SAST, UTC+2) overlaps well with European business hours and has a few hours of overlap with US East Coast. Mention your timezone flexibility in your application.
Salary in Context
Even without a listed salary, international remote roles typically pay 2-3x more than equivalent local positions in South Africa due to the exchange rate advantage.
Application Tips
Tailor your CV to international standards — use a clean format, highlight remote work experience, and include your English proficiency. Many SA applicants succeed by emphasising their strong work ethic and cultural adaptability.
Load Shedding Preparedness
If you're applying for a remote role, having a backup power solution (UPS, inverter, or generator) and mobile data as a backup internet connection shows employers you're prepared for South Africa's infrastructure challenges.
About Somewhere
Somewhere is a company in the Recruitment & Staffing industry that hires remote workers from South Africa. They currently have 685 open positions on Hirezar. View all Somewhere jobs →