Virtual Administration & Bookkeeping Assistant

Our client Ireland is a fast-growing physiotherapy and performance business dedicated to delivering exceptional patient care, professional service, and outstanding client experiences. They are seeking a highly organised, detail-oriented, and proactive Virtual Administration & Bookkeeping Assistant to support our daily operations and help the business run smoothly behind the scenes.

This role is perfect for someone who thrives on organisation, systems, communication, and bookkeeping, and who enjoys contributing to the success of a dynamic healthcare business.

Role Overview

As our Virtual Administration & Bookkeeping Assistant, you will play a key role in ensuring the smooth running of administration, finance, communication, and operational systems. You’ll help keep the business organised, manage invoices and payments, maintain communication channels, support staff administration, and assist the leadership team with daily operational tasks.

This is a remote role with flexible working hours, offering the opportunity to grow alongside a fast-moving healthcare company.

Key Responsibilities

Administration

• Manage daily email inboxes and respond promptly to clients and staff
• Organise and maintain login details, folders, documents, and expense systems
• Book or amend appointments in Clinko
• Send receipts to clients in a timely manner
• Prepare weekly staff update documents and individual clinician reports
• Support ordering of supplies and one-off purchases online
• Maintain organised systems for company administration and documentation

Bookkeeping & Finance

• Manage daily bookkeeping updates in Xero
• Track incoming and outgoing income
• Update daily cashflow waterfall reports
• Raise and send corporate and podcast invoices
• Monitor payments via Stripe and bank accounts
• Follow up on outstanding invoices and ensure payments are tracked
• Keep financial records accurate and organised
• Prepare monthly corporate statistics and reports

Operations & Support

• Assist with smooth day-to-day operations across the company
• Support the management team with administrative tasks
• Identify opportunities to improve systems, efficiency, and organisation
• Communicate professionally with clients, staff, and external partners

Essential Skills & Qualities

We are looking for someone who is:

• Highly organised and detail-oriented
• Strong in administration and systems management
• Comfortable using bookkeeping and finance software
• Excellent at communication and email management
• Proactive, independent, and reliable
• Trustworthy and professional
• Skilled at multitasking and prioritising tasks
• Confident working remotely
• Strong in spoken and written English
• Comfortable with regular communication via WhatsApp voice notes
• Positive, solution-focused, and adaptable

Preferred Experience

Experience with any of the following is an advantage:

• Xero
• Stripe
• Clinko
• Google Drive & Google Docs
• Microsoft Office
• Virtual administration roles
• Bookkeeping or accounts administration
• Healthcare, clinic, or service-based businesses

Communication Expectations

WhatsApp voice notes are a primary communication tool. Clear English speaking and listening skills are essential, and the successful candidate must be comfortable with regular updates and daily team communication.

What Success Looks Like

• Emails managed efficiently and professionally
• Financial records and invoices accurate and up to date
• Staff and operational documents prepared weekly
• Payments tracked properly with clear cashflow visibility
• Supplies and admin systems running smoothly
• Leadership team confident that operations are organised behind the scenes

Why Join Us?

• Be part of a growing healthcare and performance business
• Enjoy a flexible remote working environment
• Opportunity to grow with the company
• Work closely with an ambitious leadership team
• Play a vital role in improving systems and operations
• Make a real impact in a fast-moving business

Application Process

To apply, please send:

• Your CV
• A short cover letter and video explaining:
• Your previous administration/bookkeeping experience
• Your experience with Xero or similar software
• Why you would be a good fit for Sports Physio Ireland
• Your weekly availability
• Please upload the video to google drive and share it with your application, please ensure that anyone with the link can access it.
• Working Hours
• Monday to Friday
• 7:00am – 3:30pm (Irish Time)
• Full-time remote role
• Daily operational and communication responsibilities
• $ 1400 - $ 1500 per month