Virtual Assistant

About ERPS Group

ERPS Group is a fast-growing accounting, tax, and business advisory firm dedicated to helping business owners build stronger, more profitable companies. We provide accounting, tax planning, bookkeeping, payroll, CFO advisory, and business consulting services to clients across multiple industries.
Our mission is to deliver exceptional client service while helping entrepreneurs make informed financial decisions and achieve long-term success. We believe in professionalism, accountability, continuous improvement, and teamwork. Every member of our team plays an important role in creating an outstanding client experience.

Position Summary

We are looking for a detail-oriented and organized Virtual Assistant to support our Accounting Department. This role is essential in ensuring that client documents are collected, organized, and processed efficiently while providing administrative support to the accounting team.
The ideal candidate is proactive, highly organized, comfortable communicating with clients, and able to manage multiple tasks in a fast-paced environment. If you enjoy working with systems, keeping things organized, and helping a team succeed, we'd love to hear from you.

Key Responsibilities

Client Document Management
Request financial and tax documents from clients via phone, email, text, and client portal.
Follow up with clients regarding outstanding documentation.
Track document collection status and maintain accurate records.
Ensure all requested documents are received before assigned deadlines.
Notify the accounting team of missing or incomplete documentation.

Document Organization
Download, sort, rename, and organize client documents according to company standards.
Upload documents into the company's document management system.
Maintain organized digital client files.
Verify that documents are complete and properly categorized.
Archive files following company procedures.

Administrative Support
Assist accountants with day-to-day administrative tasks.
Update client information in the CRM and internal systems.
Schedule client meetings when required.
Prepare client files before tax preparation or accounting work begins.
Assist with engagement letters, questionnaires, and client forms.
Monitor shared inboxes and route inquiries appropriately.
Maintain task lists and ensure assigned administrative tasks are completed on time.

Client Communication
Serve as a professional point of contact for clients.
Respond to basic client inquiries or direct them to the appropriate tea ---------- mber.
Send reminders regarding deadlines and required documentation.
Maintain timely, courteous, and professional communication with clients.

General Administrative Duties
Maintain spreadsheets and tracking reports.
Perform accurate data entry.
Support internal projects as assigned.
Follow company procedures for document security and confidentiality.
Assist with improving administrative processes and workflows.

Qualifications

Previous experience as a Virtual Assistant, Administrative Assistant, or similar role.
Experience working with an accounting, bookkeeping, or tax firm is highly preferred.
Excellent organizational and time management skills.
Strong written and verbal English communication skills.
High attention to detail and accuracy.
Ability to prioritize tasks and meet deadlines.
Comfortable following documented procedures and checklists.
Self-motivated and able to work independently.

Technical Requirements

Proficiency with Microsoft Office and Google Workspace.
Experience using CRM systems and cloud document management platforms.
Comfortable using Zoom, Microsoft Teams, or similar communication tools.
Reliable high-speed internet connection.
Quiet home office environment with a professional workspace.

Key Performance Indicators (KPIs)

95%+ of requested client documents collected before internal deadlines.
Client follow-up completed within 24 hours of assignment.
100% of documents correctly named, organized, and filed according to company standards.
CRM and client records updated on the same business day.
Less than 2% document filing errors.
Client inquiries responded to within one business day.
Administrative tasks completed on or before assigned deadlines.

What We Offer

Remote work environment.
Opportunity to grow within a fast-growing accounting and advisory firm.
Ongoing training and professional development.
Supportive and collaborative team culture.
Clear processes and opportunities for career advancement based on performance.

Personal Attributes

Highly organized
Detail-oriented
Reliable and accountable
Professional communicator
Positive attitude
Strong work ethic
Confidential and trustworthy
Team player
Solution-oriented
Eager to learn and improve

Working Hours

Full-time (40 hours per week)
Monday–Friday
Must be available during company business hours.

Success in This Role

Success in this position means keeping our accountants focused on serving clients by ensuring all required documentation is collected, organized, and readily available. You will play a key role in delivering an exceptional client experience through proactive communication, accurate administrative support, and outstanding organizational skills. Your contributions will directly impact the efficiency of our team and the quality of service we provide to every client.

How to Apply

Please submit your resume and a 1-min video explaining why you’re the perfect fit for this role. We're looking for a driven leader ready to help us 10X our impact while creating transformational results for our clients and team.