Bookkeeper & Personal Assistant

I am the owner of a small but growing custom-made jewelry business in New York, as well as cofounder of a nutrition coaching business run by my wife. I also do some part time work for a family business (retail jewelry) in the marketing department.

I'm looking for someone who can oversee my bookkeeping & help keep my business and personal documents organized and accounted for.

I've had a VA from the Philippines for close to a year now, and we have both been extremely satisfied working together.
She's recently celebrated happy tidings - but they will require her to put a pause on our work together for now, and I'm looking for someone to take over for her. She will be available to help with onboarding and any questions you may have when getting started.

The role includes three main categories, listed below.

GENERAL BOOKKEEPING
- Bank reconciliation
- Categorizing transactions (we use "wave apps" for invoicing and bookkeeping)
- Being on top of accounts payable to vendors, and accounts receivable from customers
- Bill Creation & Recording of Bill payments in Wave
- Taking care of tracking repayment of business loans in Wave
- Cash on Hand updates - i.e. weekly Gas charges, office cleaning, etc.

WEEKLY REPORTING
1. week in review - concise summary of last week's successes, challenges, and resolutions (ex. SUCCESSES: all regularly scheduled goals met on time; CHALLENGES: had some connectivity issues to "XYZ" software; RESOLUTIONS: resolved connectivity issue by working with "XYZ tech support." Issue was caused by "A," we did "B" to resolve it, and if it happens again we will remedy it by trying "C.")
2. next week's scheduled goals (Upgrade to see actual infoll / email vendors on Monday to check open balances,
3. status of pending custom jobs, & we will also work out a system of making sure jobs are entered into the pipeline, tracked, and accounted for accurately (one of our bottlenecks is that sometimes repairs get delayed due to delayed follow ups with vendors and something like waiting 3 weeks for a factory only part can be delayed because we forgot to make sure the vendor ordered the part on time.).

OFFICE / ADMIN WORK
- Filing of scanned business and personal documents (invoices, notices, insurance claims, etc.)
- staying in the loop and helping keep track of custom jobs and ensuring that jobs are completed on time or early. I will teach you the process of how we design and create the jewelry, and what needs to be tracked to ensure deadlines are met.
- Attending email queries & requests in a timely manner

In general, I don't need instant answers on inquires but I do require that tasks be handled promptly and without repeated requests from my end. I will be setting you up with a personal email address on our domain.