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Finance and Administrative Virtual Assistant for Katie - Looking for a Unicorn!
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Here’s a quick video sharing why you may want to work with us! 



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:

Katie is a human resources consultant and she is looking for an awesome unicorn who can help her with billing and administrative tasks. 


Client Requirements:

  • Must be able to work 40 hours weekly
  • Must be able to work 8am to 5pm Mountain Time (US)
  • Must have strong written and verbal communication
  • Highly organized, detail-oriented, proactive, and able to manage multiple priorities independently
  • Must have financial logic and ability to distinguish billable vs. non-billable work (The bookkeeper owns accounting and reconciliation; the VA owns tracking, preparation, and execution support.)
  • Must be comfortable using AI tools (ChatGPT, Gamma) and able to troubleshoot systems like RingCentral and Outlook.


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, Billing, and Collections Support:

  • Check monthly team hours against client agreements to ensure accurate invoicing
  • Manage the full invoicing cycle using Anchor, including:
  • Computing outstanding balances
  • Invoicing overages
  • Creating monthly invoice summaries
  • Review employee time punches to confirm accuracy and properly distinguish billable vs. non-billable hours
  • Assist with onboarding new employees into time-tracking systems
  • Pull reports from Harvest (time tracking software) to support billing accuracy
  • Review unpaid invoices weekly
  • Confirm payment methods and follow up as needed
  • Initiate professional collections processes at 60 days and ensure no invoice ages beyond 90 days (following the processes)
  • Save vendor invoices to Drive
  • Assist with paying bills and managing vendor payments
  • Track expenses against the budget and flag discrepancies or concerns


Administrative Support:

  • Review software subscriptions monthly and update payment methods and handle renewals
  • Proactively identify and eliminate unused licenses and duplicate seats
  • Manage the Microsoft 365 CRM
  • Assist with adding and removing users from Microsoft 365
  • Manage RingCentral issues
  • Communicate with new and existing vendors and answer inquiries
  • Manage the lifecycle of all business contracts
  • Track renewal dates for vendor contracts and software licenses
  • Organize digital folders 
  • Use a task tracking software or Excel to review weekly priorities and deadlines
  • Send weekly team utilization alerts outlining hours used vs. allocated to prevent overages
  • Manage inboxes (review, respond to, or route emails and block spam emails)


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


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

  • Assist with background checks and drug screens as needed and notify the HR team when results are received.
  • Update onboarding processes, checklists, and SOPs to ensure consistent transitions for clients and employees.
  • Assist with scheduling and ad-hoc administrative functions as required to support the Executive Team.
  • Manage phone calls (not required, but it would be nice if you are willing)


Pay and Benefits:

  • Competitive hourly rates
  • Wellness package
  • Squad Breaks (paid time off)
  • Quarterly performance bonuses
  • Holiday and year-end bonuses
  • Annual appraisal

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Our super cool hiring process:


  • We have real people communicating with you and looking at your application!
  • We PAY you to take a Paid Test for the client you're applying for to make sure you like the job and you have the skills for it. 
  • At any time, you can check out the other clients we have and ask to take Paid Tests for them, as well!


Please note that there is a 1-time Profile that you will help us fill out before the Paid Test. This profile will be sent to our clients, along with your Paid Test results. We value you as a person, and we value your time. Once you're in with Rhino Squad, you're IN, and you have lots of job opportunities available to you. So we appreciate your help in preparing your details to present to our clients.


IMPORTANT: Do not book on Rhino Julie's client booking page, this causes our potential clients to be unable to book sales calls with her. We love your enthusiasm, but Rhino Julie's job is to get clients for our virtual assistants to get their dream jobs. Our recruitment teams job is to take care of our applicants and help them match with their dream job. So, please apply here for your dream job and we will invite you for an interview if your qualifications match the job you're interested in. We cannot stress how important it is to leave her calendar open for her client calls.

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