Virtual Assistant – Admin, Calls & QuickBooks | UK Business Hours

Virtual Assistant – Commercial Refrigeration Service Company (London, UK)
About the Company
Kept Cold Ltd is a London-based commercial refrigeration service and repair company working with some of the UK's largest facilities management and retail chains. We're a fast-moving, growing business and we need someone sharp and reliable to support our day-to-day operations remotely.
The Role
This is a full-time VA role supporting the business owner directly. You'll be the first point of contact for clients, managing calls, emails, job bookings, invoicing and bookkeeping. You need to be professional, proactive, honest and fully capable of working independently.
Your Responsibilities
Answering and handling inbound client calls professionally — you are the voice of the business
Managing and triaging the email inbox daily
Logging jobs into Tradify (our job management software)
Communicating with clients to confirm job bookings and attendance
Creating and sending invoices
Updating our profit share tracking spreadsheet in Google Sheets
Syncing invoices and financial records in QuickBooks
Chasing outstanding payments
General admin as required
You Must Have
Excellent spoken and written English — you will be speaking directly with large UK companies and facilities managers on a daily basis
A professional, confident phone manner — this is essential, not optional
Strong attention to detail especially with numbers
Experience with job management or field service software
Google Sheets proficiency
Reliable internet connection, quality headset and dedicated working hours aligned to UK business hours (Monday to Friday, 9am–5pm GMT)
Honest, transparent communication — if you make a mistake, we need to know immediately
Highly Desirable
QuickBooks experience or formal accounting/bookkeeping training
Experience with Tradify or similar field service management software
Previous experience supporting a trades or field service business
You Will Be Tested Before Hiring
Shortlisted candidates will be given a practical task before any offer is made. This includes a live phone call assessment. This is non-negotiable.
Hours
Full time — Monday to Friday, 9am to 5pm UK time.
Pay
Competitive, based on experience. Please state your expected rate when applying.
To Apply
Send your CV along with a short paragraph covering two things: your experience handling professional phone calls with business clients, and your experience with accounting software or bookkeeping. Applications without this will not be considered.
The live phone call assessment line is important — it filters out anyone whose spoken English isn't up to standard before you waste time interviewing them.