Prime System Solutions
Technology
VirtualAssistant(Operations,Billing&ClientSupport)
Neural analysis suggests this role is
optimal for Mid+ candidates.
“Virtual Assistant (Operations, Billing & Client Support) at Prime System Solutions. Skills: Email management, Calendar management, Project tracking, Billing support. Manage email inbox. Sort emails”
Industry & Context.
Available during EST hours
What They're Looking For.
Must Have
Proven VA or Admin Assistant experience, English communication skills, Excellent organizational abilities, Multitasking abilities, High attention to detail, Accuracy in data entry, Ability to work independently, Minimal supervision, Experience with email tools, Experience with calendar tools, Experience with task management tools, Comfortable handling confidential information
Nice to Have
Accounting support experience, Bookkeeping experience, AR/AP tasks experience, QuickBooks familiarity, CRM systems familiarity, CCH iFirm familiarity, Billing systems experience, Invoicing systems experience, Time tracking systems experience, Client management experience, Professional services environments experience
What You'll Do.
Ensure timely responses
Route client communications
Track email follow-ups
Manage client calendars
Manage internal calendars
Schedule appointments
Ensure conflict-free bookings
Update project trackers
Monitor project progress
Monitor project status
Follow up on client requirements
Ensure projects remain active
Send client statements
Follow up on outstanding balances
Follow up on pending responses
Maintain client communication
Generate time reports
Assist with WIP reporting
Prepare draft billing
Update QuickBooks records
Assist with bookkeeping tasks
Assist with financial data entry
Manage personal reminders
Assist with online purchases
Manage client LinkedIn activity
Accept LinkedIn requests
Post LinkedIn updates
Maintain LinkedIn presence
How You'll Work.
Communication Scope
Client communication
Process & Methodology
Project tracking
Full 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 occasi
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