Website Aristo Sourcing
Description
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 organized, 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 organization, 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 organized, 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.
Requirements
Key Responsibilities
Administration
Manage daily email inboxes and respond promptly to clients and staff
Organize 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 organized 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 organized
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 organization
Communicate professionally with clients, staff, and external partners
Essential Skills & Qualities
We are looking for someone who is:
Highly organized 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 prioritizing 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 are prepared weekly
Payments tracked properly with clear cashflow visibility
Supplies and admin systems are running smoothly
The leadership team is confident that operations are organized 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
7:00 am – 3:30 pm (Irish Time)
Full-time remote role
Daily operational and communication responsibilities
$ 1400 – $ 1500 per month
Virtual Administration & Bookkeeping Assistant
Aristo Sourcing - aristosourcing.com is an outsourcing company highly focused on digital marketing. We have been in the industry for more than seven years. We hire and refer skilled and experienced virtual assistants to work and collaborate directly with our respective clients from around the globe, offering 100% remote work for talented and qualified individuals.