Accounts Receivable Virtual Assistant

This is a remote position.

Position Type: Full-Time
Work Arrangement: Remote

Role Overview:

The Accounts Receivable VA will manage the end-to-end invoicing and collection process for multiple client accounts. This role focuses on maintaining healthy cash flow, reducing debtors' days, and executing polite but persistent follow-ups with an authentic, professional demeanor.

Standard Must-Haves:

These are the non-negotiable baselines for ensuring quality service and data security:

• Exceptional English Proficiency: Clear, professional, and confident spoken and written English, capable of navigating varied client personalities (specifically trade/civil construction dynamics).
  

• Prior AR/Collections Experience: Minimum of 2–3 years of dedicated experience handling high-volume collections and invoicing.
  

• Software Competency: Proficiency in Xero and/or QuickBooks Online.
  

• Data Security Compliance: Agreement to strict privacy policies, secure data protection protocols, and utilization of platforms like Practice Protect or 1Password.
  

• Infrastructure: A reliable high-speed internet connection, a quiet home office setup, and a high-functioning computer capable of running integrated VOIP software.
  

Preferences (The "Nice-to-Haves"):

These attributes will separate a standard applicant from a top-tier performer who seamlessly integrates into your workflow:

• Industry Familiarity: Previous experience dealing with Australian trade businesses, subcontractors, or civil construction clients.
  

• Tech Stack Adaptability: Experience with project management and job management software (e.g., SimPRO, Jobber, Tradify) or reporting tools (e.g., Scoro).
  

• Proactive Problem Solver: Ability to look at an aging debtor ledger and independently strategize the prioritization of calls.
  

Job Description (Duties & Responsibilities):

• Debtor Ledger Management: Oversee and review outstanding ledgers across approximately 45+ small business and trade clients.
  

• Proactive Collection Calls: Conduct consistent, polite, and systematic follow-up phone calls to chase outstanding invoices.
  

• Email Correspondence: Issue formal statements, payment reminders, and letters of demand when necessary.
  

• Meticulous Record-Keeping: Log comprehensive notes, call logs, and customer feedback directly into the CRM/accounting software after every interaction to ensure full transparency.
  

• Payment Plan Negotiation: Establish and monitor structured payment plans for long-overdue accounts within parameters pre-approved by the client.
  

• Queries & Dispute Resolution: Act as the first point of contact for billing discrepancies, escalating complex accounting issues to the bookkeeping team while keeping the collection process moving.
  

Key Requirements & Metrics (KPIs):

To ensure this role drives tangible profitability and efficiency, progress should be measured against the following key metrics:

• Reduction in Average Debtors' Days: Successfully bringing outstanding balances down toward target windows (e.g., shifting 62-day averages closer to a 14-to-30-day window).
  

• Call and Touchpoint Volume: Maintaining an agreed-upon standard of daily/weekly outbound touchpoints across the client portfolio.
  

• Data Accuracy: Ensuring 100% compliance with logging notes so that anyone reviewing a client account instantly knows the exact status of a collection.