Finance Operations Manager VA

Hello! I’m the owner of EnviroAir, an HVAC company based in Raleigh, North Carolina, USA. We are growing our virtual team and looking for an experienced Finance Operations Manager VA to help lead our back-office finance and execution team.

This is a long-term full-time role for someone who is highly organized, financially detail-oriented, comfortable managing people, and capable of owning customer and internal team follow-through across billing, AR, QuickBooks, reporting, price book management, and VA team execution.

You will be a key leader on our virtual team. Your job is to make sure the financial workflow runs cleanly, invoices are followed up on, QuickBooks stays updated, our price book stays organized, tea ---------- mbers complete their responsibilities, and problems are caught early before they reach the owner.

THE BASICS

Pay:
$6 USD per hour

Schedule:
Full-time, Monday to Friday

Hours:
Must work 8:00 AM to 5:00 PM US Eastern Time

Tools we use:
Housecall Pro, QuickBooks Online, ClickUp, Google Sheets, Gmail, Google Meet, Quo Open Phone, and AI tools like Google Gemini / ChatGPT.

WHAT YOU WILL DO

- Own the Accounts Receivable workflow from invoice sent to payment received
- Update and maintain QuickBooks Online records as assigned
- Review open invoices, aging reports, payments, credits, and customer balances
- Ensure AR tracking sheets are accurate and updated daily
- Own customer, vendor, and team outreach to achieve targets and ensure bills are paid
- Manage and maintain our Housecall Pro price book, including service items, descriptions, categories, and pricing updates as directed
- Help identify billing, pricing, or process issues that could affect margin, collections, or customer experience
- Supervise 4 to 6 virtual assistants across finance and execution operations
- Serve as the first point of contact when VAs have questions, blockers, or process issues
- Troubleshoot billing, AR, payment, pricing, and workflow problems before escalating
- Review whether jobs are ready for billing and follow up on missing information
- Prepare daily and weekly finance updates for JP
- Participate in monthly leadership team business improvement meetings
- Help turn leadership meeting decisions into clear follow-up tasks, owners, and deadlines
- Help improve SOPs, checklists, reports, and finance workflows
- Use AI tools to help summarize, organize, draft, and check work

WHAT WE ARE LOOKING FOR

Required:

- Experience managing or supervising virtual assistants
- Experience with AR, billing, bookkeeping, finance operations, or accounting support
- QuickBooks Online experience
- Strong Google Sheets or Excel skills
- Excellent spoken and written English
- Comfortable speaking with customers and tea ---------- mbers by phone
- Strong attention to detail
- Calm, organized, and reliable under pressure
- Able to follow up professionally without being aggressive
- Comfortable using AI tools as part of daily work

Strongly preferred:

- Experience supporting a US-based business
- Experience with Housecall Pro, ServiceTitan, Jobber, Workiz, or another service business platform
- Experience maintaining a service business price book, product catalog, item list, or service menu
- Experience creating reports, scorecards, or financial summaries
- Experience managing remote team accountability
- Experience participating in operations, finance, or leadership meetings and converting discussion into action items

This role is not simple data entry. We are looking for someone who can think clearly, manage people, protect cash flow, keep systems accurate, maintain pricing discipline, and help the owner stay out of daily back-office troubleshooting.

HOW TO APPLY

Please follow these instructions carefully.

Use this subject line:

FINANCE OPERATIONS VA - [your name]

Please use exactly 4 apply points.

In your application, include:

1. A short summary of your finance, AR, QuickBooks, or bookkeeping experience.

2. A short summary of your experience managing or supervising other VAs or tea ---------- mbers.

3. Your answer to this scenario:
An invoice is 21 days overdue, the customer has not replied to two reminders, and the billing VA is unsure what to do next. How would you handle this as the team lead?

4. Confirm that you can work Monday to Friday, 8:00 AM to 5:00 PM US Eastern Time.

Thank you!

JP