Virtual Assistant (In-Office), Construction Back-Office (AP/AR and Bookkeeping)

ENGLISH ONLY. THIS IS AN IN-OFFICE POSITION IN RIO DE JANEIRO. NOT REMOTE.

VirtuAll VA | Rio de Janeiro, Brazil (in-office) | Full-time, 40 hours/week, R$3.500/month, CLT contract with full benefits| U.S. Eastern business hours

About VirtuAll VA

VirtuAll VA places skilled Brazilian professionals into operational roles with U.S. companies. We are not a freelance marketplace. Our associates are our employees, working from our offices on company equipment, with a dedicated team lead supporting quality and escalation. You are placed with one client and become part of their team.

About the Role

We are hiring a Virtual Assistant to run the back office for a U.S. electrical contracting company in the New York City metro area. They work as a subcontractor on commercial construction projects, and this role owns the financial and administrative operations that keep those projects billing and paying on time.

This is a hands-on accounting and operations role, not a general admin role. You will own accounts payable, accounts receivable, monthly reconciliation, payroll compliance submissions, and client correspondence. If you have run the books for a construction or contracting business, this will feel familiar.

You will be placed with one client long-term and will work directly with the owner.

What You Will Own

Accounts Payable

• Process vendor invoices, match them to purchase orders, and split multi-invoice documents into individual records
• Log every bill in QuickBooks Online against the correct job
• Track invoice due dates and prepare payment authorization forms
• Match payments and receipts to close out bills, recording which card or account was used

Accounts Receivable and Requisitions

• Track monthly billing due dates across all active jobs
• Confirm percentage complete on each line item with the project lead
• Prepare progress billings on AIA G702/G703 forms, including amounts due and retainage
• Submit to the client and create the matching invoice in QuickBooks

Bookkeeping and Reconciliation

• Reconcile bank accounts and credit cards monthly against statements
• Code every transaction to the correct job, vendor, and category
• Review open payables and receivables weekly to keep both current
• Track retainage by job and flag any job running negative

Payroll Compliance

• Prepare and submit monthly certified payroll for public jobs
• Pull the correct pay records per employee, per job, per pay period
• Coordinate with the client's office to confirm matching documentation

Timekeeping

• Review daily employee clock-in and clock-out records
• Verify location data against the job site and correct discrepancies with supporting documentation
• Distribute policy documents for electronic signature and track completion

Project Setup and Administration

• Set up new jobs and maintain status from bid through billing
• Organize project documentation and folder structure
• Request and deliver certificates of insurance, and initiate permit applications
• Manage daily email correspondence with clients, vendors, and the insurance agency

What We Are Looking For

Required

• 2+ years in accounts payable, accounts receivable, or bookkeeping
• Hands-on QuickBooks Online experience, including job costing or class tracking
• Fluent written and spoken English, comfortable corresponding directly with U.S. clients and vendors
• Strong attention to detail with numbers, dates, and documentation
• Able to work independently, follow a documented process, and flag problems early rather than let them sit
• Available for U.S. Eastern business hours and able to work from our Rio de Janeiro office

Strongly Preferred

• Experience with a construction, contracting, or trades business
• Familiarity with progress billing, AIA forms, retainage, or schedule of values
• Experience with certified payroll or prevailing wage reporting
• Comfortable with ClickUp, Dropbox, and electronic signature tools

Not Required

• Technical or engineering knowledge. Drawings, submittals, and scope interpretation stay with company leadership.