QuickBooks Online Specialist - Virtual Assistant

This is a remote position.

Rockstaris hiring a full-time QuickBooks Online Specialist on behalf of our client, a growing home medical equipment provider.

This position is responsible for maintaining accurate financial records across multiple company accounts, ensuring all transactions are properly recorded, reconciled, and reported in QuickBooks Online. This is a hands-on bookkeeping role requiring proven, day-one proficiency in QuickBooks Online, candidates without direct QBO experience will not be considered. The ideal candidate is self-directed, organized, and brings hands-on QuickBooks Online experience they can apply immediately.

Key Responsibilities

Transaction Management & Reconciliation

• Post and reconcile all debits and credits across assigned accounts, ensuring accuracy and completeness on a daily, weekly, and monthly basis

• Perform bank and credit card reconciliations, resolving discrepancies promptly and documenting all variances

• Import credit card transactions into QuickBooks Online and accurately match expenses to corresponding credit card payments

Chart of Accounts & Coding

• Maintain and update the Chart of Accounts, adding, editing, or inactivating accounts as directed to ensure proper classification of all transactions

• Code and categorize all expenses by account, class, and location in accordance with company policy

AP/AR & Journal Entries

• Process accounts payable and accounts receivable transactions, including invoices, bills, and payments

• Prepare and post journal entries as needed, including accruals, prepaid amortization, and intercompany entries

Reporting & Compliance

• Generate and distribute standard financial reports, including Profit & Loss by class, Balance Sheet, and Accounts Receivable and Payable aging summaries

• Maintain organized and complete financial records in compliance with company recordkeeping policies

• Support month-end and year-end close processes, providing documentation and reports to management and outside accountants as requested

• Assist with 1099 preparation and other annual compliance tasks as directed

Tools & Systems

• QuickBooks Online

• Microsoft Excel or Google Sheets (for supplemental reporting and reconciliation)

Requirements

• Demonstrated intermediate to advanced proficiency in QuickBooks Online, this is a non-negotiable requirement, candidates without verified QuickBooks Online experience will not be considered

• Solid working knowledge of generally accepted accounting principles (GAAP) and double-entry bookkeeping

• Proven experience posting and reconciling debits and credits in a multi-account environment

• Experience importing and matching credit card transactions in QuickBooks Online

• Ability to add and maintain accounts within the QuickBooks Online Chart of Accounts

• Strong attention to detail with the ability to identify and resolve discrepancies independently

• Proficiency in Microsoft Excel or Google Sheets for supplemental reporting and reconciliation

Preferred Qualifications

• QuickBooks Online certification (ProAdvisor)

• Experience with multi-entity or multi-location bookkeeping

• Familiarity with healthcare industry accounting, including Medicare/Medicaid billing categories and DME expense classification

• Associate's or Bachelor's degree in Accounting, Finance, or a related field

• Experience supporting an outside CPA or tax preparer at year-end

Non-Negotiables

• Accuracy and accountability, catches errors before they become problems

• Reliable, meets month-end deadlines consistently without reminders

• Clear communicator, able to explain a financial discrepancy to a non-accountant

• Confidentiality, handles all financial data with the highest degree of discretion

Benefits

• Competitive salary commensurate with experience.

• Opportunities for professional development and growth.

• Work in a dynamic and supportive team environment.

• Make a meaningful impact by helping to build and strengthen families across the Globe