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