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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