Project Details

$7.00 Per Hour
10 Hours Per Week
12+ Months Duration

 

Part-time Female Bookkeeper for Insurance & Property Management Company

Dear Virtual Latinos,

We’re looking to hire 1 VA through this job that the Virtual Latinos Agency is publishing on behalf of an existing client.

Client & Short Job Description:

Insurance agency with 18+ years in business, located in Georgia. The owners speak Spanish, and most of their clients (90%+) are also Latino, mostly from Mexico. They also offer tax preparation services, so they also help their clients with filing their taxes. For them, the most important is to offer amazing customer services and support to all their clients. The team is made up of 18 people, including employees, 4 independent agents who are trained by the main company, and other admin staff.

Apart from the insurance agency the client also owns a Property Management Company, she needs help with both businesses.

The client needs an executive assistant, someone who likes accounting and can learn quickly how to use Quick Books, auditing, and likes numbers and accounting.

The client is willing to provide training to a quick learner VA.

Job Highlights: Why should you apply?

– Opportunity to expand your skills with training provided by the client
– Opportunity to learn about the property management industry
– Chance to join a team with a great work environment

DEADLINE TO APPLY: You must apply by Wednesday, June 16th, at 11:30 PM PT. Our team will set up interviews for the selected candidates for Friday, June 18th, 2021.

Tasks required for the job

1. Basic Bookkeeping & Accounting
– Check the reports of the payments with the banks, make sure the payments actually came through into the bank account
– Create quotes/invoices to send to the company’s leads & clients
– Send invoices/bills via email to each client
– Follow-up & receive payments
– Create & send receipts to clients who have completed payments
– Categorize expenses from bank accounts and/or credit cards
– Other basic bookkeeping tasks – Does not include professional bookkeeping or software expertise

2. Manage CRM, Data Entry & Organize Digital Files
– They use a software called Agency Matrix, they will provide training
– Convert files into digital format in Excel sheets
– Help the company organize, clean, update, and maintain the client’s database
– Maintain all of the communications and client data up-to-date
– Add new clients & update existing ones into the CRM system
– Process and handle customer support orders and/or tickets
– Repetitive data entry (entering online payments or uploading invoices received from vendors)
– Create and publish jobs, events, listings, etc on 3rd party sites: Facebook, Craigslist, etc
– Upload/organize files into web-based systems (Dropbox, Google Drive, etc)
– Re-organize files based on products/services/categories
– Make sure that info is always up-to-date
– Organize and input files by product, service, or client

3. Other General Admin Tasks
– Research of other companies that the client may need, investigation, etc.
– Making calls to other companies as part of the research, so you need to be comfortable speaking with people on the phone from time to time
– Update spreadsheets
– Email sorting and organization
– Take notes during team/client meetings, organizing minutes
– Generate reports related to given/provided data
– Create PowerPoint/Google Slide presentations
– Other general admin tasks as needed by the company/client

4. Notify Owners & Tenants of Renewals
– Notify renewals by email and/or phone calls
– Notify the owners/tenants within 30 or 60 days before contracts expire
– Sent documents to be signed digitally by the tenant
– Follow up as necessary with tenants to ensure they sign the new renewals online

5. Delinquencies Follow-up
– When rent is due, and if tenants haven’t paid, the company gives the tenant info on the next steps
– Calls the tenant to remind them that it’s due and there are late fees
– If they don’t end up paying, the company starts a legal process, to evict them

6. Processing Invoices & Cash Applications
– Help with processing invoices for clients
– Checks would get scanned into the client’s system, (property management software)
– Apply checks paid to customer’s accounts in the software

Requirements:

All of our Virtual Latinos VAs must first have these 10 basic qualifications (click to read). Please review this first.

This client is also looking for these requirements:

Ideal Requirements
A) Communication & Language
Excellent written English and Spanish skills. Must be able to draft and send emails and messages to clients.; Excellent verbal English and Spanish skills. Must be able to communicate clearly and effectively. The VA should have total fluency and not have to think of what to say, words should come out very naturally but no need to have a native accent in addition to advanced writing skills and vocabulary.; Must be ok with speaking on the phone for long periods and be pleasant on the phone.; Great customer service skills. Must be super friendly and personable on the phone.; Have great “emotional intelligence”, who can understand each customer’s situation.

B) Creativity & Proactiveness
Self-starter, proactive and innovative.; Someone who can work independently, resourceful to find things on their own.; Not afraid to ask questions, know when to ask for help when needed.; Quick learner, willing to learn new things, and able to pick up issues/problems fast.; Take ownership, have a great attitude to get things done.

C) People & Relationship
Interested in knowing about what’s going on with each team member’s persona/work-life balance.; Supportive, and always be willing to help.; High Interpersonal skills positive and with a good sense of humor.; Must be able to separate “Business from emotions” as clients can get very passionate, and it’s important for the VA to remember that in the end, it’s just work.; Someone that is open to feedback without being offended, willing to make mistakes, and be ok when the company tells them how to improve.

D) Work Load & Stress Management
Project management experience, good at setting timelines, deadlines and fulfilling expectations.; Able to get things done, and have a positive attitude to do things.; Must be extremely organized and detail-oriented.; Should be smart and a great problem-solver.; Great multi-tasker, able to prioritize, and have great time management skills.

E) Technology & Software
Knowledge or willingness to invest time in training themselves on the different platforms of the business.; Must have experience with documents management on Google Drive/ Dropbox.; Should have experience with Microsoft Excel and the overall Microsoft Office.

Additional Requirements:
– Analytical and numbers-oriented

Work Details:

-Schedule: Monday-Friday, 10 am -2 pm EST
-Hours: 10 hours/week to start then moving up to 20hrs/week after the training period
Pay: $7-8/hr Part-time ($6-7/hr if it becomes full-time). Rates are depending on your experience, determined by Virtual Latinos.

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Interested in applying for the job? READ THIS CAREFULLY:

Acknowledgment Form
Make sure you have signed the acknowledgment form (click on the link), before submitting your proposal. You should have signed it before being an official VL member, if you haven’t, go ahead and do it now. We won’t schedule interviews with VAs that haven’t signed the form.

Important Communication Info:
If you are interested in applying to this position, make sure you are active on Telegram. It is the only means of communication between the Recruitment team in Virtual Latinos and the assistants to be called for an interview. Make sure you receive the good news! If you haven’t already, fill out this form to make sure we have a record of your Telegram username.
If you are not active on Telegram, your proposal will be dismissed.

How to send a good proposal? 

Please apply through this Virtual Latinos platform, and include:
1) 1-2 short paragraphs introducing yourself, where you’re from, what you studied, and general work experience, and explaining why you believe you meet the requirements of attitude and skills?

2) Provide us with specific details of your past experience and skills related to each of the task categories mentioned above. The format of this section should look like this:

Main Job Tasks Experience:
1. First task category name from above goes here
– I have worked with contacting leads/people for X amt of years, at X company. Here’s an example of how I worked, my process, and the results of it:
– Additionally, I’ve also done Y type of works, with Y company.
– Additional details
– Additional examples

2. Second task category name from above goes here
– I do/don’t have any experience with follow-up up with leads, for X amount of years while working with X company
– The types of tasks I’ve done while using X system for managing leads and potential clients include: Give examples
– Additional details
– Additional examples

3. Third task category…..
Etc…
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IMPORTANT INFORMATIONWhen writing your proposal:

–Please don’t write about two or more tasks together in the same paragraph/section, do not merge tasks. Provide details of each task independently even when you think they are related somehow. If you don’t have experience in any of them, please talk about any related/similar experience, you may also add that you are eager/willing to learn, etc.

–Please keep in mind that your proposal must be based on the TASKS, instead of the Requirements. You may fully cover the Requirements list as an additional section after what you write in the Introduction, but your proposal should always explain your experience in the tasks. Watch the video for reference.

–Please be advised that if you recurrently send proposals in the incorrect format after being given feedback from any of the VL team members, we WILL SUSPEND your account and hide your profile.

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IMPORTANT NOTE: 40-50% of applicants do NOT read the instructions and send very poor proposals. If your proposal is one of those it WILL BE IGNORED.

Watch this video on how to create a GOOD PROPOSAL

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