Bookkeeping & Parts Procurement VA
Financial / Part - Time
Job Overview
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.
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.
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