Operations & Accounting Virtual Assistant

This is a remote position.

URGENT HIRING

Job Title: Operations Assistant

Location: Remote

Employment Type: Part-time (approx. 20 hours/week), with potential to scale

Work Hours: 10AM-2PM (New South Wales Time)

Reports to: CEO

About the Role

We are currently hiring for one our client based in Australia, we’re looking for a highly organised, systems driven Operations Assistant to work directly with the CEO of the company and coordinate the operational engine of their accounting practice.

This role sits firmly within the accounting domain. You must understand Australian bookkeeping and management accounting fundamentals. However, this is not a standalone client accountant role.

Your focus will be:

• Operational execution
• Workflow coordination
• System management
• Capacity oversight

This is an independent contributor role for someone who thrives in structured environments, respects systems, and knows how to improve efficiency without disrupting operational stability.

Key Responsibilities

• Coordinate daily work across bookkeeping, payroll, reconciliations, and reporting.
• Organise, assign, track, and monitor tasks through ClickUp.
• Monitor team capacity and ensure work is delivered according to client agreements and deadlines.
• Identify workflow bottlenecks and help resolve them proactively.
• Maintain organised documentation and filing systems within Google Workspace.
• Ensure existing SOPs and processes for Australian bookkeeping and management accounting are consistently followed.
• Maintain and improve ClickUp dashboards, workflows, templates, and task visibility.
• Support workflow automation and encourage consistent use of systems across the team.
• Assist the CEO with operational planning, prioritisation, summaries, and internal initiatives.
• Track action items and ensure tasks are followed through and completed.
• Conduct preliminary quality checks on reconciliations, coding, and workpapers.
• Monitor scope adherence and flag any out-of-scope work.
• Assist with tracking aged receivables and other internal operational matters.
• Step in and support hands-on when needed to keep important deadlines on track.
• Manage licences, subscriptions, and system access.
• Support the onboarding of new team members into company tools and workflows.
• Maintain confidentiality and ensure the protection of client information and intellectual property

Must-Have Requirements

• Experience in an accounting, bookkeeping or management accounting environment
• Background in operations, practice management, admin VA or executive support within an accounting firm
• Strong understanding of Australian bookkeeping fundamentals (GST, BAS, payroll, super, month-end)
• Hands-on experience with ClickUp (dashboards, workflows, templates)
• High proficiency in Google Workspace
• Experience with Xero, QuickBooks Online and/or MYOB
• Strong organisational and time management skills
• Systems-oriented mindset with respect for existing frameworks
• Ability to operate independently without close supervision
• Openness to leveraging automation and AI tools where beneficial

Who This Role Suits

This role is ideal for someone within the accounting industry who enjoys operations, structure and execution more than purely technical accounting work, and wants to work closely with a CEO in a growing accounting practice.

If you enjoy building clarity, protecting systems, and ensuring operational discipline inside an accounting environment, this will feel like home.