Prime System Solutions

Executive Assistant

• Manage and coordinate the co-owners’ calendars, including internal, customer, partner, and vendor meetings
• Schedule meetings, send calendar invitations, meeting links, confirmations, and reminders
• Monitor and triage inboxes; flag important or urgent items
• Draft routine email responses for review and approval
• Schedule meetings generated by the SDR when required
• Attend internal meetings as a note-taker and document key decisions and action items
• Maintain a shared weekly action list and follow up on outstanding tasks and deadlines
• Prepare meeting agendas and organize relevant documents
• Track action items through completion or appropriate updates
• Create, edit, format, and maintain documents, spreadsheets, and presentations using Microsoft 365
• Organize and maintain SharePoint and shared folders
• Maintain trackers for vendors, contracts, renewal dates, software subscriptions, and licenses
• Build, update, and clean lead lists for the SDR team
• Maintain accurate CRM records in GoHighLevel or similar platforms
• Schedule approved social media posts and coordinate events and webinars
• Conduct basic research on companies, prospects, partners, events, and business topics
• Coordinate with vendors and organize invoices and receipts for the bookkeeper
• Support onboarding for new customers and partners
• Document simple processes, procedures, and checklists
• Provide general administrative support to the co-owners
• Maintain strict confidentiality of customer, partner, employee, and financial information
• Do not process payments or other financial transactions
• Do not sign documents or make commitments on behalf of the company
• Ensure communications are not sent in an owner’s name without approval, except for pre-approved templates

Virtual Assistant to CEO

Sales Development Rep

• Research and build targeted prospect lists of small and mid-sized businesses, business owners, senior decision-makers, and IT service providers
• Conduct outbound outreach through phone calls, email, and LinkedIn using structured prospecting sequences
• Identify and engage qualified prospects based on target profiles and business needs
• Conduct 15–20 minute qualification calls to understand prospects’ current setup, challenges, decision-making process, and timeline
• Qualify opportunities and schedule meetings with senior sales representatives or business owners
• Prepare hand-off notes summarizing prospects, needs, qualification details, and key discussion points
• Follow up with prospects, reschedule missed meetings, and nurture leads not yet ready to proceed
• Maintain accurate prospect information, activities, notes, and next steps in the CRM
• Track outreach activity, meetings booked, and overall results; provide regular performance updates
• Identify improvements to prospecting lists, messaging, scripts, and outreach sequences
• Direct prospects to the appropriate managed IT service or technology partner/reseller program
• Represent the company professionally using a consultative, trust-based approach

Sales Development Representative – Hybrid

• Manage leadership calendars and schedule internal, customer, partner, and vendor meetings
• Send meeting invitations, links, confirmations, and reminders
• Monitor and organize inboxes, prioritize messages, flag items requiring attention, and draft routine responses
• Attend internal meetings as a note-taker and document decisions, action items, and next steps
• Maintain action-item trackers and follow up on tasks and deadlines
• Prepare meeting agendas and gather documents and information
• Create, edit, and format documents, spreadsheets, presentations, and business materials
• Maintain organized files and folders in Microsoft 365 and SharePoint
• Track vendors, contracts, renewals, subscriptions, and software licenses
• Build and maintain lead lists and accurate CRM records
• Assist with social media scheduling, marketing activities, events, and webinar logistics
• Conduct basic research on companies, prospects, partners, events, and business topics
• Coordinate with vendors and organize invoices, receipts, and documentation
• Support onboarding for new customers and partners
• Maintain processes, checklists, and documentation for recurring administrative tasks
• Provide general administrative and operational support to company leadership

Executive Assistant – Co-Owners

Collections

• Support the collections process by resolving client payment issues and protecting organizational financial assets
• Meet assigned collections quotas and targets through consistent follow-up on outstanding accounts and securing timely payments
• Review documents and filings
• Assess credit histories and reports
• Collect and process data on existing and prospective customers
• Process credit applications
• Follow applicable organizational and compliance rules regarding credit and collection processes
• Engage with clients daily and provide administrative and research support for collections functions
• Interact regularly with the finance team, clients, and other departments as needed

Collections Specialist, Project Based – 3 Months

Billing Specialist

• Review contractual agreements to understand billing terms, payment schedules, and invoicing requirements.
• Create and send accurate, timely invoices in compliance with accounting standards and regulations.
• Include ancillary charges outside signed contracts, such as time-and-materials work or hardware/software resales, where applicable.
• Manage billing schedules and ensure invoices are sent on time and payments are received according to contract schedules.
• Resolve billing discrepancies and customer disputes with internal teams and external stakeholders.
• Maintain accurate billing records, including invoices, payments, and changes to billing terms or schedules.
• Assist with financial reporting, including reports and analyses related to contractual billing and revenue recognition.
• Maintain accurate, real-time timesheets.
• Receive mentoring and feedback from peers and others.
• Escalate complicated issues to senior resources or appropriate teams when necessary.
• Maintain documentation, processes, and standards through change management processes.
• Maintain in-depth knowledge of offered products and services.

• Support the collections process and resolve client payment issues
• Protect the financial assets of the organization
• Meet assigned collections quotas and targets
• Follow up consistently on outstanding accounts and secure timely payments
• Review documents and filings
• Assess credit histories and reports
• Collect and process data on existing and prospective customers
• Process credit applications
• Follow applicable organizational and compliance rules regarding credit and collection processes
• Engage daily with clients and provide administrative and research support for collections functions
• Interact regularly with the finance team, clients, and other departments as needed

Virtual Assistant to CEO

Sales Development Representative – Hybrid

Executive Assistant – Co-Owners

Collections Specialist, Project Based – 3 Months

Billing Specialist

Collections Specialist – Project Based, 3 Months