Virtual Assistant — Document Management & Client Coordination

Job Description 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.