Virtual Assistant, Operations, Billing, Client Support

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Oversee a high-volume email inbox

• Organize, prioritize, and allocate emails to the appropriate staff members

• Ensure prompt responses and accurate routing of client communications

• Monitor significant email requests and follow-up actions

• Manage both client and internal calendars

• Arrange meetings, appointments, and reminders

• Guarantee that all bookings are well-organized and conflict-free

• Maintain and refresh to-do lists and project trackers

• Track project progress and provide status updates

• Follow up on pending client requirements

• Ensure that projects remain active and do not stall due to missing information

• Email client statements of account

• Follow up on overdue balances and pending replies

• Maintain regular client communication for collections and updates

• Produce weekly and monthly reports detailing time spent on client projects

• Assist with Work-In-Progress (WIP) reporting for billing assessments

• Draft billing using internal time entries

• Enter billing and job data into systems for review

• Process deposits and log transactions in the CRM (CCH iFirm / CCI System)

• Update records in QuickBooks

• Provide assistance with light bookkeeping tasks and financial data entry

• Manage personal reminders for significant dates such as birthdays and special occasions

• Assist with online purchases (e.g., Amazon orders as needed)

• Oversee client LinkedIn account activities

• Handle basic engagement tasks such as accepting requests, posting updates, and ensuring a consistent presence

⛳️ Requirements

• Demonstrated experience as a Virtual Assistant or Administrative Assistant

• Strong English communication skills, both written and verbal

• Exceptional organizational and multitasking capabilities

• Keen attention to detail and precision in data entry

• Ability to work autonomously with minimal oversight

• Proficient in using email, calendar, and task management tools

• Comfortable managing confidential financial and client details

• **Preferred Skills**

• Experience in accounting support, bookkeeping, or AR/AP tasks

• Familiarity with QuickBooks or CRM systems (e.g., CCH iFirm / similar)

• Background in billing, invoicing, or time tracking systems

• Exposure to client management or professional services settings

🏝️ Benefits

• Full-time remote position (work from home)

• Availability required during EST working hours (9:00 AM – 5:00 PM Toronto time)

• Strong accountability and consistency in daily task performance

• Capacity to manage multiple workflows and recurring tasks efficiently