Part-Time Virtual Assistant – Accounting & Systems (QuickBooks + GoHighLevel)

We are seeking a detail-oriented, tech-savvy Virtual Assistant to manage and improve our accounting and billing systems for Ultimate Success Karate, a fast-growing martial arts academy based in Tennessee, USA.

This position begins with a project-based migration and can grow into a long-term, full-time role for the right person who demonstrates reliability, accuracy, and initiative.

Initial Project Responsibilities

Your first task will be to:

Migrate recurring accounts receivable from our current direct credit card processor into QuickBooks Online.

Transfer historical accounting data and records from Wave to QuickBooks Online.

Set up and organize the Chart of Accounts, recurring billing schedules, and customer records for automated tracking and accurate reporting.

Ongoing Responsibilities (Part-Time)

Once the migration is complete, you will continue in a part-time accounting operations role, including:

Managing Accounts Receivable and collections

Overseeing Accounts Payable and vendor payments

Maintaining accurate and up-to-date QuickBooks records

Adhering to monthly budgets and assisting with financial forecasting

Providing weekly financial summaries and reports for ownership

Tracking cash flow and reconciling accounts regularly

If you have experience in GoHighLevel (CRM and automations), or are eager to learn, this role can expand to include system integrations, automations, and process improvements.

Qualifications

Proven experience with QuickBooks Online

Experience migrating from Wave or similar accounting systems

Strong understanding of Accounts Receivable / Accounts Payable management

Proficiency in Google Sheets / Excel for reporting and budget tracking

Excellent written and spoken English communication

Highly organized, accurate, and dependable

Familiarity with GoHighLevel, Zapier, or CRM automations (preferred but not required)

Schedule & Compensation

Schedule & Compensation

Hours: 20–25 hours per week (flexible schedule with some overlap in U.S. mornings, EST)

Pay: $600–$950 per month (?35,000–?55,000), depending on experience and performance

Potential: May grow to a full-time position for the right candidate as responsibilities expand

How to Apply

Please send the following:

1. A short introduction (2–3 sentences about your accounting or systems experience)
2. A brief description of a process you’ve improved or a system you’ve organized
3. A sample of your QuickBooks or report work (with sensitive data hidden)
4. Your current DISC and/or Kolbe results (if available)
5. Use the subject line: QuickBooks & Systems VA – [Your First Name]

Only applicants who follow these instructions will be considered. We value professionalism, accuracy, and proactive communication.