Virtual Assistant — Document Management & Client Coordination

This is a remote position.

We are hiring a detail-oriented Virtual Assistant to own document organization and client-facing follow-up, so our finance team can work from clean, reliable data.

This is a foundational hire. The founder is currently finalizing a written SOP for the database and file-naming structure, so the right candidate will start with clear direction and grow into more responsibility as the systems mature.

What You'll Do

  • Document & data management (primary focus): Review incoming client files (bank statements, receipts, invoices) and open, identify, and classify each document by type, even when file names give no indication of contents.
  • Organize files into a standardized folder and naming structure, following the company SOP as it's built out.
  • Build and maintain a clean, reliable document database that the finance/accounting team can work from with confidence.
  • Flag unclear, incomplete, or misfiled documents for review rather than guessing.
  • Client outreach & follow-up: Proactively chase clients for missing documents (bank statements, receipts, etc.) via Slack, email, text, and phone calls.
  • Send reminders ahead of submission deadlines and follow up when clients go quiet or miss commitments.
  • Keep a log of outstanding requests per client so nothing falls through the cracks.
  • General administrative support: Support day-to-day admin tasks that keep client files and communications on track.
  • Apply the SOP consistently and suggest improvements as recurring issues come up.

Requirements

  • Strong administrative background, ideally with prior bookkeeping or finance-adjacent experience, comfortable with terms like receipt, invoice, statement, and expense category.
  • Meticulous attention to detail; comfortable opening and reviewing files individually rather than batch-sorting by file name alone.
  • Comfortable and confident on the phone, persistent, polite follow-up is a core part of this role.
  • Grit and determination: this role involves repetitive follow-up with clients who may be slow to respond, and the ability to stay on it without losing momentum is essential.
  • Strong written communication across Slack, email, and text.
  • Able to follow a documented SOP closely, while flagging gaps or edge cases rather than improvising silently.
  • Trustworthy with confidential financial information.
  • Reliable, self-managed, and comfortable working across a US/Colombia (Eastern Time) time zone overlap.
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