Virtual Administrative Assistant & Bookkeeper (Dual Role)

Overview: TruTaxx Solutions, LLC, a growing tax preparation firm, is seeking a highly experienced Virtual Administrative Assistant & Bookkeeper to join our team. This is a dual-role, fully remote position that requires proficiency in both administrative and bookkeeping functions. As a virtual assistant, you will play a vital role in supporting the day-to-day operations of the business, ensuring that both administrative and financial tasks are handled efficiently.

We are looking for a dedicated team member—not a freelancer—who will be invested in helping us build and grow this startup from the ground up. English language proficiency in both written and verbal communication is essential, as you will regularly communicate with clients, contractors, and the CEO.

If you're an organized, self-starter who thrives in a virtual environment and has experience managing both admin and bookkeeping tasks, we want you to be a part of our team!

Key Responsibilities:

Administrative Duties:
1. Client Communication & Support:
*Communicate with clients via email, phone, and messaging platforms, providing excellent customer service and timely
responses.
*Assist with client onboarding, including gathering tax documents and setting up client profiles in the CRM.
*Schedule and manage client consultations, sending reminders and follow-up communications.
*Assist clients in uploading and managing tax documents through secure online portals.

2. CRM & Client Relationship Management:
*Maintain and update client information in CRM systems such as Zoho CRM, Salesforce, or HubSpot.
*Track client interactions, follow-ups, and ensure all documents are collected for tax preparation.

3. Administrative Support:
*Organize and manage digital files, ensuring documents are properly categorized and stored securely using systems like Google Drive or Dropbox.
*Manage and respond to business emails, prioritizing and forwarding them when necessary.
*Set up and manage appointments and tasks in Google Calendar or similar systems.

4. Compliance & Communication:
*Ensure all documentation meets IRS compliance requirements.
*Assist the CEO with communication to contractors and clients, including sending reminders, updates, and deadlines.

5. Project Management & Task Delegation:
*Use project management tools like Trello, Asana, or Monday.com to assign tasks and track progress for the CEO and contractors.
Ensure tasks are completed on time and that the team is aware of their responsibilities.

Bookkeeping Duties:
1. Financial Transaction Management:
*Record and categorize daily financial transactions using QuickBooks Online or similar software.
*Reconcile bank statements and credit card accounts with financial records to ensure accuracy.
*Process client invoices, track payments, and follow up on outstanding balances.

3. Expense Tracking & Budgeting:
*Monitor and categorize business expenses, ensuring all receipts and invoices are properly stored and documented.
*Assist in creating financial reports, including profit and loss statements, balance sheets, and cash flow analysis.

5. Financial Reporting:
*Generate monthly and quarterly reports to provide the CEO with a clear understanding of the business’s financial status.

Skills & Qualifications:
*Proficiency in English: Strong verbal and written communication skills are essential for interacting with clients and contractors.
*Bookkeeping Expertise: Experience with QuickBooks Online is required. Familiarity with Xero, FreshBooks, or similar software is a plus.
*CRM & Project Management Tools: Experience using Zoho CRM, Salesforce, or similar CRM systems. Proficiency in Trello, Asana, or Monday.com for task management.
*Tech-Savvy: Familiarity with digital document management tools such as Google Drive, Dropbox, and Microsoft Office (Excel, Word, etc.).
*Highly Organized: Capable of managing multiple tasks, clients, and contractors in a fast-paced virtual environment.
*Detail-Oriented: Accuracy in financial management and compliance is critical.
*Self-Starter: Ability to work independently with minimal supervision while ensuring that tasks are completed in a timely manner.

JUST TO BE MORE SPECIFIC FOR THE DUTIES IN THE TAX OFFICE
1. Client Communication & Support:
*Client Onboarding: Handle the intake process for new clients, including gathering necessary tax documents, verifying identification, and setting up client profiles in the company CRM or tax preparation system.
*Appointment Scheduling: Manage the calendar for tax consultations, follow-up meetings, and deadlines, using tools like Calendly, Microsoft Outlook, or Google Calendar. Ensure clients are reminded of important dates, meetings, or missing documents.
*Responding to Client Inquiries: Monitor and respond to client emails, calls, and messages. Provide information about the tax preparation process, document requirements, or general queries, and route more complex inquiries to the tax preparer (you).
*Follow-ups: Send reminders to clients about missing documentation, upcoming appointments, payment deadlines, or tax filing deadlines.

2. Document & File Management:
*Document Organization: Organize and maintain both physical and digital files for each client. Ensure all tax-related documents, contracts, and sensitive information are properly categorized and stored securely in compliance with IRS regulations.
*Document Requests & Uploads: Assist clients with uploading documents through secure portals (like Dropbox, Google Drive, or a CRM system). Track documents as they are received and ensure that nothing is missing.
*File Retention: Ensure that tax documents are stored for the appropriate amount of time (per IRS guidelines, usually 3-7 years), and manage the archiving process for older records.


3. Client Relationship Management (CRM):
*CRM Data Entry: Maintain up-to-date client records in the CRM system (Salesforce, Zoho CRM, HubSpot). Ensure that contact information, appointment history, tax documents, and previous filings are well-organized and easily accessible.
*Client Follow-ups: Use the CRM to track client follow-ups, send out satisfaction surveys after service, and manage long-term client relationships, encouraging repeat business each tax season.

4. Tax Preparation Assistance:
*Preparation Support: Gather and organize client tax documents such as W-2s, 1099s, and other income/expense records. *Input basic data into the tax software for the preparer to review and finalize.
*Data Entry: Enter client information into tax preparation software (such as Intuit ProConnect, TaxSlayer, or Drake Software) to create preliminary tax returns or organize financial data for review by the tax preparer.

5. Office & Operations Management:
*Supply Management: Order and maintain office supplies, such as printer paper, ink, envelopes, etc., if working from an office setting. Ensure digital tools (software, licenses) are up to date.
*Vendor Relations: Handle communication with any vendors or external service providers, such as IT support, office equipment maintenance, or software providers.
*Tech Support Coordination: Coordinate with tech support to resolve any issues related to software, internet connectivity, or other tech needs that arise during the tax preparation process.

6. Billing & Invoicing:
*Client Invoicing: Manage invoicing for completed tax returns. Use QuickBooks or similar software to generate and send invoices to clients. Ensure payments are received in a timely manner.
*Payment Tracking: Track payments and follow up on any unpaid invoices. Send payment reminders and coordinate with clients who are behind on payments.
*Refund Status Tracking: Monitor the status of client tax refunds and provide updates to clients. Answer any questions related to refund timelines or amounts.

7. Marketing & Social Media Support:
*Client Engagement: Assist with creating and distributing newsletters, email campaigns, or promotional materials to clients about upcoming deadlines, services offered, or tax tips.
*Social Media Management: Help manage the company’s social media presence by scheduling posts, responding to inquiries, and posting updates about deadlines, tax tips, or service offerings on platforms like Facebook, LinkedIn, and Instagram.

8. Contractor Support:
*Contractor Onboarding: Assist in onboarding new contractors, ensuring they submit all required forms, NDAs, or other necessary documents.
*Contractor Communication: Act as the primary point of contact for contractors, keeping them informed about their roles, responsibilities, deadlines, and any client-related updates.
*Task Assignment: Use project management software (Trello, Asana) to assign tasks to contractors, monitor progress, and ensure tasks are completed on time.


9. General Office Duties:
*File Management: Maintain an organized filing system, both digital and physical, for client files, contracts, tax documents, and business records.
*Data Entry: Input client data into necessary forms or databases. Maintain spreadsheets tracking client progress, deadlines, and payments.
*Meeting Preparation: Prepare for client and contractor meetings by organizing materials, setting agendas, and taking meeting notes as needed. Please upload you resume and portfolio. Also tell me how many followers I have on Instagram @trutaxx_solutions

What We’re Looking For:
*A team player who is ready to contribute to the growth of TruTaxx Solutions.
*Someone committed to helping us establish efficient administrative and bookkeeping systems.
*Experience working in a virtual environment, with a stable internet connection and the ability to manage time effectively.