Bookkeeping & Parts Procurement VA

5 days ago

Philippines South Africa Assist World Full time ₱250 000 - ₱500 000 per year
Role overview Be the operational backbone for a fast-moving wholesale auto business. You'll keep airtight cost tracking for each vehicle (purchase → parts → labor → fees → sale) in QuickBooks, maintain a live per-car P&L, and handle parts sourcing & ordering from approved dealers/suppliers. Your work lets the owner see "how much we have in the car" at a glance and keeps reconditioning moving without delays.
Core responsibilities Vehicle/job costing & bookkeeping ● Record all transactions in QuickBooks; attach/organize receipts and invoices by vehicle/VIN/stock#. ● Maintain a per-vehicle ledger: purchase price, transport, diagnostic, parts, labor, auction/market fees, detailing, etc. ● Reconcile bank/credit card transactions; categorize expenses accurately; flag discrepancies. ● Produce weekly dashboards: ○ Cost-to-date per vehicle & total "money in the car" ○ Estimated margin vs. target (on pending sales) ○ Aged payables to parts vendors & shops ● Month-end tidy-up: reconcile accounts, prepare simple summary P&L by vehicle and overall.
Parts procurement & vendor coordination ● Place orders with OEM dealerships and approved suppliers (you'll be given vendor lists, accounts, and parts details). ● Obtain quotes, compare pricing/availability, confirm core charges, and place orders. ● Track shipments/ETAs, handle returns/warranty, and update the vehicle's cost file immediately. ● Keep an updated vendor/contact sheet (accounts, terms, order preferences). ● Liaise with mechanics/body shops for parts needs, approvals, and delivery timing. Operational admin ● Maintain a simple vehicle status sheet (VIN, year/make/model, current location, work status, pending parts, next milestone). ● File management in Google Drive (receipts, work orders, photos). ● Light follow-ups: call/email vendors, shops, auction contacts as needed.
Must-have qualifications
  • 2+ years bookkeeping/AP experience with QuickBooks (job costing or project/vehicle costing strongly preferred).
  • Strong Excel/Google Sheets skills (SUMIF/INDEX-MATCH/pivots for rollups).
  • Proven vendor management or procurement/admin experience (placing orders, tracking, reconciling invoices).
  • Clear written & spoken English; confident on the phone with US vendors.
  • Detail-obsessed, organized, and responsive; able to work independently with minimal rework.
Nice-to-haves
  • Automotive background (dealership, parts desk, collision/mechanic shop, auto wholesale)
  • Experience creating purchase orders and matching POs to bills in QuickBooks
  • Familiarity with shipping/returns workflows and core charges
Tools you'll use
  • QuickBooks
  • Google Drive
  • Google Sheets
  • Email/Phone (VOIP access will be provided as needed)
Success in 30–60 days
  • Every active vehicle has a clean, up-to-date cost ledger with supporting documents.
  • Owner receives a weekly one-pager: cost-in, open parts, ETA, and expected margin.
  • Parts ordering is timely, tracked, and error-free; no delays due to missing parts or paperwork.
$500 - $700 a month Availability: EST overlap; current preference is concentrated blocks on Mon & Fri, with flexibility as workload requires. Cadence: Weekly cost/parts report; same-day updates to any new purchases, parts orders, or receipts Why Join Assist World?
100% REMOTE $50 birthday bonus $200 testimonial bonus $300 tenure bonus every 6 months $500 entry monthly raffle NO TRACKER. NO PROBLEM We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.

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