Finance Virtual Assistant

Job Title: Finance Virtual Assistant
Position Type: Full-time, Remote
Working Hours: EST

About Pavago:

Pavago is seeking a highly organized and trustworthy Finance Virtual Assistant to support financial transactions, bookkeeping coordination, and administrative tasks related to real estate and property management. This role requires bank access for various tasks and experience in accounting platforms such as QuickBooks, Buildium, and InvestNext. The ideal candidate will ensure accurate financial reporting and compliance while maintaining confidentiality.

Responsibilities:

1. Banking & Financial Transactions: Send transactions to bookkeepers, transfer cash within bank accounts monthly, process partner distributions, process rental owner draw checks and security deposit refunds, and monitor bank accounts to track tenant payments received via check and ACH.
2. Accounting & Bookkeeping Support: Identify and categorize transactions for bookkeepers, pay sales tax to the Florida Department of Revenue monthly, approve and pay bills in Buildium, input and process bills in QuickBooks, and conduct credit card audits to ensure accuracy.
3. Investor & Payroll Management: Calculate and pay investor distributions through InvestNext (training provided), manage payroll processing and ensure timely payments, pay bills requiring manual credit card entry, and create payable reimbursements.
4. Administrative & Operational Oversight: Cross-check bills against estimates for accuracy, ensure owner draw approvals are properly documented, and assist in underwriting real estate deals (optional but preferred).
5. Bank Access & Payment Authority: The candidate must be comfortable handling financial transactions, including bank transfers, rental owner payments, and partner distributions. A strong understanding of security protocols to prevent fraud is essential.
6. Check & Balance System: Ability to work within a structured approval process where payments must be initiated and approved by senior management. Prior experience with dual-approval financial workflows is preferred.
7. Property Management Finance Experience: Preference for candidates with experience in property management financial operations, including accounts receivable, bill payments, and reconciliations in platforms like Buildium.
8. Senior-Level Support & Leadership Potential: While the role starts as a finance virtual assistant, there is potential to take on a more senior financial role as the team grows. Candidates should be able to handle increasing responsibilities over time.
9. Ability to Reduce Workload for Leadership: The candidate will be expected to take over financial tasks currently managed by overwhelmed leadership, ensuring seamless financial operations without constant oversight.
   

What Makes You a Perfect Fit:

1. Financial Expertise & Attention to Detail: Strong experience in banking transactions, financial reporting, and bookkeeping, ability to handle sensitive financial information with high levels of confidentiality, strong attention to detail, and ability to cross-check financial statements.
2. Technical Proficiency & Adaptability: Proficiency in QuickBooks, Buildium, and InvestNext (or willingness to learn), prior experience in real estate, property management, or investment finance is a plus, and ability to work independently while coordinating with a broader team.
3. Proactive and Goal-Oriented: Self-starter who takes initiative in handling financial operations and problem-solving, detail-oriented with strong organizational skills to manage multiple transactions and deadlines efficiently.

Required Experience & Skills:

• Background in accounting, finance, or property management.
• Experience handling investor distributions and reconciliations.
• Ability to manage financial records with accuracy and compliance.
• Strong verbal and written communication skills for internal and external coordination.

What Does a Typical Day Look Like?

Each day, you’ll start by reviewing financial transactions, monitoring bank accounts, and categorizing transactions for bookkeepers. You’ll ensure that all payroll processing, investor distributions, and vendor payments are handled on time. Throughout the day, you will approve and process bills in QuickBooks and Buildium, audit credit card transactions, and verify financial accuracy. You’ll attend regular check-ins with the leadership team to discuss financial updates and strategic planning. Additionally, you’ll maintain financial records, cross-check statements, and ensure all owner draw approvals are documented properly.

Interview Process:

1. Initial Phone Call: A quick discussion to understand your experience and qualifications.
2. Video Interview: A more in-depth conversation about your skills, problem-solving approach, and financial expertise.
3. Final Interview: A comprehensive discussion with the hiring team to ensure a mutual fit.
4. Background Check: Verification of experience and references.

Ready to Apply?

If this sounds like the perfect opportunity for you, submit your application today. We look forward to welcoming you to our client's team.