Bookkeeping & Administrative Assistant (Quickbooks Online Required)

NOTE: FOR PHILIPPINE-BASED APPLICANTS ONLY

At Helper Heroes, we’re on a mission to provide exceptional care and support to home care agencies in the U.S. We believe in true partnership where our virtual assistants act as an extension of the care team. Our goal is to ensure a compassionate, innovative, and efficient care experience for clients and families alike.

What sets us apart is YOU. You’re not just any virtual team member—you’re a Helper Hero! If you’re passionate about making a difference, have a knack for organization, and thrive in a fast-paced, mission-driven environment, you’re who we are looking for. If you love tackling behind-the-scenes tasks with a smile, ensuring that our clients and caregivers receive the best possible support, apply today!

We are looking for an energetic, highly organized Virtual Backoffice Assistant to provide administrative and bookkeeping support to a U.S. home care agency, working directly with the Director of Operations. You’ll handle a wide range of administrative and executive support tasks, from meetings and correspondence to invoicing, payroll, and bookkeeping. The ideal candidate is detail-oriented, works well independently, and communicates clearly to help keep the agency running effectively and efficiently. This role starts at 20 hours per week, with the potential to expand to full-time.

• Provide general administrative support to the Director of Operations to keep the office running efficiently.
• Organize meetings, schedule appointments, and record accurate meeting minutes.
• Draft emails, memos, and letters, and help prepare company reports.
• Develop, update, and maintain office procedures and organized digital filing systems.
• Collect, process, and maintain new client information.

• Perform routine bookkeeping, account reconciliations, and reporting in QuickBooks Online.
• Process weekly client invoicing and payment collections.
• Process bi-weekly payroll for approximately 100 employees.

• Plan, schedule, and post content across the agency’s social media channels.

• Be ready to jump in and help with any other tasks that come your way—because that’s what heroes do!

• Bachelor’s degree or higher preferred.
• Previous experience in a similar administrative or virtual assistant role.
• Demonstrated experience with database management and standard bookkeeping/accounting practices.
• Proficiency with Google Workspace, SwyftOps, Paylocity, and QuickBooks Online.
• Strong written and verbal English communication skills, with a professional demeanor on phone, email, and virtual calls.
• Excellent organizational and time-management skills; able to prioritize tasks and work independently.
• Strong problem-solving ability, high attention to detail, and sound judgment.
• Able to handle sensitive, confidential, and non-routine information discreetly.
• Reliable high-speed internet, backup connectivity, and a quiet workspace.

All Helper Heroes virtual assistants are required to meet the following:

• HIPAA Training: Complete four (4) HIPAA courses and submit the certificates.
• Compliance Training: Complete EPICompliance training, including OSHA for Healthcare.
• Time Tracking: Use Hubstaff for time tracking during all working hours, with location enabled.
• Commitment: A minimum six (6)-month commitment to the role.
• Exclusivity: This is an exclusive engagement. Working with other clients or taking on outside work (moonlighting) is not allowed without proof of resignation from the other role.
• Documents: Submit all required initial documents during onboarding.
• Engagement: This role is engaged under a Helper Heroes Independent Contractor Agreement.

• Empathy: You genuinely care about people and want to make a difference in their lives.
• Organization: You’re a master of multitasking and can keep everything running smoothly.
• Communication: You speak impeccable English. You’re a clear and friendly communicator, both written and verbal.
• Tech-Savvy: You’re comfortable with business software and quick to learn new tools.
• Problem Solver: You can see the big picture when resolving complex issues and follow through until they’re fully resolved.
• Self-Starter: You work effectively without supervision and follow processes precisely.
• Reliability: You’re dependable, punctual, and always ready to step up when needed.

• Competitive Base Pay: We offer the highest base pay in the home care industry!
• Make a Difference: You’ll play a key role in ensuring that clients receive the best care possible.
• Growth Opportunities: As we grow, so will you! This role can grow from part-time to full-time, with plenty of room to learn and advance.
• Fun & Supportive Team: We’re a tight-knit group that values collaboration, compassion, and a good laugh.

If you’re excited to join a team where you’ll be appreciated, have a sense of purpose and inclusion, and help create a brighter, more compassionate care experience, we can’t wait to hear from you! Apply today and let’s make a difference together.