Virtual Assistant, Operations, Billing, Client Support

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Prime System Solutions

WebsiteLinkedInAll Job Openings

51 - 200 employees

Founded 2023

🤝 B2B

☁️ SaaS

🤖 Artificial Intelligence

B2B • SaaS • Artificial Intelligence

Prime System Solutions is a prominent IT service provider specializing in talent sourcing solutions, software development, and data analytics using Power BI. With over 15 years of experience in managing complex IT infrastructures, the company emphasizes customized solutions that enhance business capabilities and operational efficiency. By leveraging a global talent pool and advanced technology, Prime System Solutions is dedicated to driving innovation and helping clients achieve long-term success.

📋 Description

• 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 • Manage client and internal calendars • Schedule meetings, appointments, and reminders • Ensure all bookings are organized and conflict-free • 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 • Send client statements of account via email • Follow up on outstanding balances and pending responses • Maintain consistent client communication for collections and updates • 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 • Process deposits and record transactions in CRM (CCH iFirm / CCI System) • Update records in QuickBooks • Assist with light bookkeeping tasks and financial data entry • Manage personal reminders such as birthdays and special occasions • Assist with online purchases (e.g., Amazon ordering when required) • Manage client LinkedIn account activity • Handle basic engagement such as accepting requests, posting updates, and maintaining presence

🎯 Requirements

• Proven experience as a Virtual Assistant or Administrative Assistant • Strong English communication skills (written and verbal) • Excellent organizational and multitasking abilities • High attention to detail and accuracy in data entry • Ability to work independently with minimal supervision • Experience with email, calendar, and task management tools • Comfortable handling confidential financial and client information • **Preferred Skills** • Experience in accounting support, bookkeeping, or AR/AP tasks • Familiarity with QuickBooks or CRM systems (e.g., CCH iFirm / similar) • Experience with billing, invoicing, or time tracking systems • Exposure to client management or professional services environments

🏖️ Benefits

• Full-time remote role (WFH) • Must be available during EST working hours (9:00 AM – 5:00 PM Toronto time) • Strong accountability and consistency in daily task execution • Ability to manage multiple workflows and recurring tasks efficiently