Fractional CFO / Finance-Focused Virtual Assistant (DW)

Fractional CFO / Finance-Focused Virtual Assistant

Role Overview

This role is built for someone who is more than a basic administrative assistant. We need a fractional CFO-level or finance-focused virtual assistant who brings real finance experience, not just light bookkeeping, and who can take ownership of financial visibility and reporting end to end. The business owner was away from day-to-day operations for six months, and the books, CRM, and AR tracking need to be cleaned up, reconciled, and put on a reliable ongoing cadence.

This is a high-trust, high-responsibility position. We are looking for someone who can move from cleanup mode into steady-state financial operations, and who has the potential to expand into marketing, admin, or operations support once the finances are stabilized.

Key Responsibilities

Core Financial / CFO Support

Clean up messy books resulting from a six-month gap in oversight

Extract and reconcile accurate accounts receivable (AR) data directly from the CRM (Proline) rather than relying solely on QuickBooks

Deliver ongoing weekly financial reporting to maintain consistent financial visibility

Support forecasting preparation and ongoing forecast maintenance

Manage AR tracking and AP support, including invoices, recurring expenses, and job costing

Own QuickBooks as the primary bookkeeping platform

Systems / Data Integrity

Clean up and manage CRM (Proline) data so it stays aligned with financial records

Either bring existing Proline experience, or be capable of learning Proline quickly through structured mentoring

After-Hours Coverage / Lead Capture

Answer phone calls after the office closes, during the evening call window

Respond to general/common questions from callers

Capture leads and log every call in Proline with clear, detailed notes

Create follow-up tasks and define next steps for each call to ensure no lead is dropped

Candidate Profile

Real finance or accounting experience, beyond basic data entry or light bookkeeping

Demonstrated ability to own financial reporting and visibility end to end, not just execute isolated tasks

Comfortable working independently to untangle and correct disorganized financial records

Strong attention to detail and consistency, especially when reconciling CRM and accounting data

Clear, professional phone and written communication for after-hours caller interactions

Proline CRM experience preferred; willingness and aptitude to learn it is required if not already known

Growth-oriented: open to taking on marketing, admin, or operations responsibilities as the role evolves

Why This Role Matters

This business is currently experiencing real financial pain: disorganized books, inaccurate AR, and missed after-hours calls that translate directly into lost revenue. This hire is intended to stop that bleeding and build a dependable financial and lead-capture foundation going forward.

Engagement Notes

The business owner is being deliberate and wants clarity on the candidate's experience level and the value delivered before committing long-term

Expect an initial cleanup phase, followed by transition into steady, ongoing weekly reporting and after-hours coverage

Role scope may expand over time into marketing, admin, or operations once financial systems are stable