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Prime System Solutions is a staffing and offshore talent provider that explicitly states it is hiring for this position on behalf of a client.

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Posted 1mo ago

Virtual Assistant (Operations, Billing & Client Support) - Remote

@ Prime System Solutions
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Calabarzon or Philippines
RemoteFull Time
Responsibilities:managing email, scheduling meetings, managing billing
Requirements Summary:Proven VA/administrative experience, strong English communication, excellent organization and attention to detail, data entry accuracy, ability to work independently, available during EST business hours, experience with email/calendar/task tools; bookkeeping/QuickBooks/CRM preferred.
Technical Tools Mentioned:QuickBooks, CCH iFirm, CCI System, LinkedIn
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Job Description

We are seeking a highly organized and detail-oriented Virtual Assistant to support daily administrative, client coordination, and light finance-related tasks. The role focuses on email management, scheduling, project tracking, billing support, and CRM/data entry work.

The ideal candidate is proactive, reliable, and comfortable handling both administrative and light bookkeeping responsibilities in a structured, fast-paced professional environment.

Key Responsibilities

Email Management & Distribution

  • Manage high-volume email inbox
  • Sort, prioritize, and distribute emails to relevant staff members
  • Ensure timely responses and proper routing of client communications
  • Track important email requests and follow-ups

Calendar & Appointment Management

  • Manage client and internal calendars
  • Schedule meetings, appointments, and reminders
  • Ensure all bookings are organized and conflict-free

Task & Project Management

  • Maintain and update to-do lists and project trackers
  • Monitor project progress and status updates
  • Follow up on outstanding client requirements
  • Ensure projects remain active and do not stall due to missing information

Client Communication & AR Follow-ups

  • Send client statements of account via email
  • Follow up on outstanding balances and pending responses
  • Maintain consistent client communication for collections and updates

Billing & Time Tracking Support

  • Generate weekly and monthly reports for time spent on client work
  • Assist in Work-In-Progress (WIP) reporting for billing review
  • Prepare draft billing using internal time entries
  • Import billing and job data (data entry) into systems for review

Accounting & CRM Support

  • Process deposits and record transactions in CRM (CCH iFirm / CCI System)
  • Update records in QuickBooks
  • Assist with light bookkeeping tasks and financial data entry

Administrative & Personal Support

  • Manage personal reminders such as birthdays and special occasions
  • Assist with online purchases (e.g., Amazon ordering when required)

LinkedIn Management

  • Manage client LinkedIn account activity
  • Handle basic engagement such as accepting requests, posting updates, and maintaining presence