Financial Virtual Assistant with AI Experience

We are seeking a Financial Automation Analyst who is skilled in bookkeeping, accounting logic, financial forecasting, and AI automation. This role combines traditional accounting with modern AI-driven automation , helping us build a next-generation financial system for our construction business. You will be responsible for: Daily bookkeeping (Google Sheets + QuickBooks Online) Job costing (materials, labor, subcontractors, per-project margins) Building forecasts (cash flow, profitability, revenue projections) Automating financial workflows using AI, OCR, and Zapier Designing dashboards for the CEO and leadership team Tracking incurred vs. projected expenses Reducing manual workload through integrated automations This is a long-term role with major growth opportunity as we scale to an AI-powered finance department. Key Responsibilities 1. Bookkeeping & Financial Management Categorize and reconcile daily transactions in QuickBooks Online Import, organize, and validate bank feeds using AI rules + Sheets formulas Maintain accurate job costing for: Labor Materials Subcontractors Permits Change orders Match receipts from JobTread, WhatsApp, Slack, and email Monitor overdue vendor/subcontractor payments Maintain Profit First accounts and weekly allocation reports 2. Google Sheets Financial System Management Create automated spreadsheets for: Daily cost monitoring Job profitability Vendor balances Subcontractor debts Cash flow projections Build dashboards with: KPIs Charts Calculated margins Budget vs actual Use advanced formulas: QUERY() ARRAYFORMULA() IMPORTRANGE() FILTER() REGEX App Script (bonus)3. AI & Automation Development Build automations that reduce manual work, such as: Wells Fargo → Google Sheets transaction import OCR receipt extraction (Home Depot, Lowe’s, Floor & Decor, Amazon) JobTread → Sheets → Slack alerts Automated job cost reports sent daily AI categorization of transactions AI forecasting for cash flow and profit AI detection of budget overrun risks Tools you’ll use: ChatGPT Zapier or Make.com Google Workspace Automations OCR tools (e.g., Docyt, Digits, Veryfi) QuickBooks Online API (bonus)4. Financial Forecasting Build monthly + quarterly profit forecasts Create cash flow models Project job profitability before work begins Compare projected vs actual performance weekly Build charts showing: Burn rate Labor efficiency Revenue projections Identify financial bottlenecks early using AI pattern detection 5. SOPs, Reporting & Financial Governance Build documented workflows and SOPs Deliver daily/weekly financial summaries to CEO Improve the efficiency of the finance stack Recommend optimizations for budgeting and cash flow Requirements Technical Skills 3+ years bookkeeping experience QuickBooks Online (required) Construction accounting or job costing experience (preferred) Fluent Portuguese + English Strong Google Sheets skills (advanced formulas, dashboards) Experience with Zapier, Make, or any automation tools Strong understanding of accounting principles Experience building financial forecasts AI tools (ChatGPT, OCR, Docs AI) Mindset & Qualities Highly organized and accurate Systems thinker who loves automation Proactive problem solver Comfortable working independently Able to take a messy financial environment and structure it Compensation Competitive salary in USD Performance incentives Long-term, stable position Work directly with U.S. CEO and leadership Opportunity to grow into a senior AI-CFO role How to Apply Please submit: CV/Resume A short video introduction Examples of dashboards you’ve built Examples of automations you’ve created (Zapier/Sheets/AI) Your experience with QuickBooks + construction job costing