Invoicing, Payroll, and Data Entry VA with AI Experience for Lisa and Carrie

Rhino Squad LLC; Central Luzon; Remoto; PHP 1.033.000 - 1.722.000; Tempo pieno

Vantaggi offerti da questo lavoro

Fun environment

On-time pay

Learning culture

Descrizione del lavoro

Rhino Squad LLC is seeking a remote VA to support invoicing, payroll, and data entry for Lisa and Carrie’s flooring business. You’ll work 1–5 pm PT, 20 hours/week, and collaborate with AI consultants to automate processes and document workflows.

You’ll handle POs, build invoices in QFloors, reconcile inventory, track jobs, and develop AI-driven dashboards while maintaining precise data entry and strong English communication. Growth opportunities exist as the role expands.

Competenze

• Must be able to work from 1 pm to 5 pm Pacific Time (US)
• Must be able to work 20 hours/week, with potential for the hours to increase
• Must have strong English communication skills (written and verbal)
• Must be highly organized, detail-oriented, proactive, and able to manage multiple priorities independently
• Must be able to take a process, figure it out, and run with it
• Must think critically about the work and suggest improvements
• Must be precise with data entry
• Must be comfortable using AI tools and working with AI consultants to document and automate tasks

Mansioni

• Process incoming purchase orders from two main vendors
• Build the matching invoice in QFloors and roll up line items to billable tasks
• Pull materials from inventory for each job
• Reconcile inventory pulled with the invoice
• Coordinate with the warehouse for required information
• Log every job by vendor, community, and type of work
• Leverage AI to build and maintain daily/weekly dashboards
• Calculate installer pay using the client’s system
• Maintain an AI-assisted spreadsheet with pay rates and history
• Suggest AI-driven improvements to streamline processes
• Send regular summaries and feedback on workflow performance
• Flag inconsistencies or duplicates in the data
• Translate/integrate the client’s HubSpot (nice-to-have)
• Run reports from QFloors and highlight issues
• Take on additional admin tasks as needed

Conoscenze

English communication

Organization

Attention to detail

Proactivity

Data entry

AI tools

Strumenti

QFloors

Descrizione del lavoro

Invoicing, Payroll, and Data Entry VA with AI Experience for Lisa and Carrie

I’m Rhino Julie, and I LOVE building super teams to service our clients' needs.

If you love a challenge, love problem solving, love working with others (and also love working by yourself LOL), and it makes you happy when you overdeliver for clients, I want you on my team!

My promise to you:

• I provide a FUN working environment.
• We are constantly learning new things.
• We are a team who wants to be the best at what we do, which means you have the BEST teammates.
• I ALWAYS pay on time.
• I treat all of my team members with respect and love.

Client Overview:

Lisa and Carrie work in a flooring company. They are looking for an awesome unicorn who can help them with administrative, invoicing, and payroll tasks. You'd also be working alongside our AI consultants to automate as much of this as possible; you learn the job by doing it, then help build and manage the AI agents.

Client Requirements:

Must be able to work from 1 pm to 5 pm Pacific Time (US)

Must be able to work 20 hours/week, with potential for the hours to increase as the role grows

Must have strong English communication skills (written and verbal)

Must be highly organized, detail-oriented, proactive, and able to manage multiple priorities independently

Must be able to take a process, figure it out, and run with it

Must think critically about the work rather than only following instructions. Lisa and Carrie are looking for someone who questions why a process is done a certain way and suggests better ways to do it

Must be precise with data entry

Must be comfortable using AI tools and working directly with our AI consultants to document and automate the work you're doing

Responsibilities/Tasks:

Must-Have Experience (Responsibilities You Must Be Proficient In):

These are the tasks the VA needs to handle independently and confidently from day one:

Invoicing & Job Folders:

• Process incoming purchase orders from the company’s two main vendors
• Build the matching invoice in QFloors (the client's ERP), rolling up the room-by-room line items on the PO into the billable tasks. Experience with QFloors is helpful but not required.
• Pull the materials each job needs from inventory
• Reconcile inventory pulled from the warehouse against the invoice
• Coordinate with the warehouse directly for the information you need

Tracking & Reporting

• Log every job by vendor, community, and type of work (carpet, tile, etc.)
• Leverage AI to build and maintain a daily/weekly dashboard so the client can review data easily

Pay Calculations

• Calculate installer pay based on the client’s system.
• Build and maintain a spreadsheet using AI that the team can keyword-search, or that auto-populates historical pay rates based on the PO

Process Improvements:

• Suggest ways to make the processes you're running faster or simpler by using AI
• Send regular summaries and feedback on what you're seeing in the work (what's working, what isn't, and what's worth fixing)
• Flag inconsistencies, duplicates, and anything that looks off in the data

Nice-to-Have Experience (Responsibilities You Can Learn Over Time):

These tasks are valuable but can be trained on the job:

• Help translate and integrate the client's HubSpot, including getting leads to populate into it so the client can pull reports and dashboards
• Run reports out of QFloors and flag inconsistencies, duplicates, and low-hanging accounts
• Take on other administrative tasks as the role expands