Virtual Personal Assistant - Bookkeeping

MSA Outsourcing Solutions; Johannesburg; On-site; ZAR 50,000 - 200,000; Full time

Job summary

A leading company seeks a highly experienced Virtual Personal Assistant for a UK-based client. The role involves supporting a busy director with administrative tasks, managing emails, and maintaining documents. Ideal candidates will be proactive, detail-oriented, and have experience in the construction industry, understanding workflows and terminology.

Qualifications

• Strong administrative and organisational skills.
• Experience supporting a fast-paced director or business owner.
• Working knowledge of basic bookkeeping processes, preferred for construction.

Responsibilities

• Manage emails, task lists, and project documentation.
• Draft and edit reports, maintain filing systems.
• Liaise with bookkeeper for financial updates.

Skills

Administrative skills

Organisational skills

Ability to work independently

Detail-oriented

Proactive mindset

Construction knowledge

Tools

Microsoft 365

PDF tools

Cloud storage

Job description

We are looking for a highly experienced and proactive Virtual Personal Assistant to join one of our UK-based clients and to support a busy director and act as a trusted right hand. The ideal candidate should have strong administrative and organisational skills, experience working independently in a fast-paced environment, and a working knowledge of basic bookkeeping processes. Prior exposure to the construction industry would be a strong advantage, as it will help in understanding the nature of the projects, workflows, and terminology involved.

Requirements

• Stay ahead of the director's needs. Monitor and manage emails, provide daily summaries, and proactively prompt responses and actions.
• Manage a running task list and follow up with staff to ensure timely progress—without the director needing to intervene directly
• Maintain a robust virtual filing system. Ensure all project documentation, handovers, insurances, and reports are well-organised, consistently named, and accessible to the right team members.
• Experience with Microsoft 365 (especially Teams, Excel, and Word), PDF tools, and cloud storage is essential
• Remind employees of tasks and deadlines professionally and tactfully to maintain momentum and accountability within the team
• Draft and edit reports, create polished Excel trackers, and assist with writing up internal and client-facing documents
• Liaise with the bookkeeper to ensure regular financial updates are shared, reports are issued on time, and payments are actioned when due
• Prior experience in construction would be an added advantage inclusive of strong understanding of construction workflows, terminology, and industry dynamics
• Self-starter who thrives working independently with minimal supervision
• Demonstrated experience supporting a fast-paced, multitasking business owner or director
• Highly organised, detail-oriented, and solutions-driven with a proactive mindset
• Skilled in setting up and maintaining structured digital filing and document management systems
• Composed under pressure and capable of turning disorganised priorities into clear, actionable plans
• Intuitive and assertive, with the confidence to guide both the director and team toward task completion and operational efficiency