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