– Virtual Assistant (Australian Bookkeeping & Accounts)Company: Virtual Teams & Solutions

Location: Vadodara, Gujarat, India

Work Timings: 07:00 AM to 04:00 PM IST

About the RoleThe Virtual Assistant will primarily be responsible for maintaining the company's financial records using Xero, managing accounts payable and receivable, performing bank reconciliations, and documenting business expenses.

A key part of the role will be preparing and organising financial information for the company's Accountant on a monthly basis.

Once all primary bookkeeping and accounting-related responsibilities are completed and up to date, the Virtual Assistant may assist with additional administrative, CRM and social media tasks, depending on workload and available capacity.

Key ResponsibilitiesA. Primary Responsibilities – Bookkeeping & Accounts1. Daily Bookkeeping

- Record daily sales, purchases, expenses and other financial transactions in Xero.
- Maintain accurate and up-to-date general ledger records.
- Organise and maintain digital copies of receipts, invoices, and other financial documents.
- Ensure transactions are correctly categorised and supported by relevant documentation.

2. Accounts Payable

- Process and record supplier invoices in Xero.
- Verify supplier bills and check invoice details before processing.
- Monitor upcoming payment due dates and send payment reminders where required.
- Track unpaid supplier bills and maintain an updated accounts payable record.
- Prepare payment batches and supporting details for management approval.

3. Accounts Receivable

- Prepare and issue customer invoices based on approved sales and job details.
- Monitor outstanding and overdue customer payments.
- Send payment reminders and follow up on overdue accounts.
- Record customer receipts and allocate payments against the relevant invoices.
- Maintain updated debtor records and prepare accounts receivable reports.

4. Bank Reconciliation

- Match bank transactions with the relevant invoices, bills and recorded expenses in Xero.




- Identify and investigate unmatched or incorrectly recorded transactions.
- Follow up on missing information or supporting documents where required.
- Complete regular bank reconciliations and prepare reconciliation reports for review.

5. Expense Management

- Record and maintain supporting documentation for all business expenses, including:
- Fuel and vehicle expenses.
- Travel and accommodation.
- Tools and equipment.
- Freight and transportation.
- Technician and installation-related expenses.
- Other general business expenses.
- Ensure expenses are accurately recorded and supported by receipts or invoices.
- Organise expense records and supporting documents for monthly Accountant review.

6. Monthly Accountant Support

- Compile and organise financial records required by the company's Accountant each month.
- Provide updated sales, purchases, expense and transaction records.
- Prepare bank reconciliation details and relevant supporting documents.
- Provide accounts payable and receivable summaries.
- Maintain and share records of partner commissions relating to referred sales and other agreed business arrangements.
- Respond to requests from the Accountant for additional bookkeeping information and documentation.
- Ensure monthly financial information is complete, properly organised and submitted within the agreed timeframe.

B. Secondary Responsibilities1. Administrative & Email Coordination

- Monitor and organise the business email inbox.
- Identify and respond to routine emails using approved instructions and templates.
- Coordinate with customers, suppliers and business partners regarding outstanding information or follow-ups.
- Send additional payment reminders and follow-up emails when required.




- Assist with setting up current customer and supplier accounts and maintaining their details.
- Keep relevant records and correspondence organised.

2. CRM Management

- Maintain and update customer, supplier and business partner contact records.
- Enter and update new leads received through the company's referral partners.
- Record relevant communications, lead details and follow-up activities.
- Update lead statuses and maintain accurate CRM information.
- Set reminders and tasks for pending follow-ups.
- Help ensure that leads and business relationships are properly tracked.

3. Social Media Management

- Assist with basic social media activities across:
- Facebook
- Instagram
- LinkedIn
- YouTube Shorts
- Schedule and publish approved content.
- Prepare basic captions and post descriptions.
- Coordinate with the client to collect relevant photos and videos of machinery, installations and business activities.
- Maintain a consistent posting schedule and assist with basic engagement monitoring.

Skills & Competencies
- Previous experience in bookkeeping or accounts administration.
- Hands-on experience with Xero and Australian accounting practices.
- Understanding of accounts payable, receivable and bank reconciliation.
- Good knowledge of expense recording and invoice processing.
- Basic knowledge of Microsoft Excel or Google Sheets.
- Good English communication skills and attention to detail.
- Ability to manage tasks independently and maintain confidentiality.

Preferred / Additional Skills
- Experience with Australian businesses.
- Familiarity with CRMs.
- Basic social media management skills.
- Experience in machinery, equipment, or B2B businesses.

What We Offer
- Exposure to Australian bookkeeping and business administration processes.
- Practical experience with Xero and CRM systems.
- A professional working environment with guidance and ongoing support.
- Opportunities to develop additional administrative and client coordination skills.

📌 Virtual Assistant (Australian Bookkeeping and Accounts)- Onsite(Vadodara)
🏢 Virtual Teams u0026 Solutions
📍 Vadodara