Administrative Assistant
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Job Description
Virtual Administrative Assistant supporting a remote healthcare operation. Managing customer support interns, wholesale orders, onboarding, reporting, and payment follow-ups.
Responsibilities:
- Lead daily 15-minute syncs with 2–3 customer support interns to align on priorities and review ticket queues
- Audit ticket resolution quality across company platforms to maintain high support standards
- Serve as the first point of contact for intern FAQs and handle escalated or serious support queries
- Manage the complete lifecycle of wholesale purchase orders from initial receipt through to confirmed delivery
- Place stock replenishment orders with suppliers and monitor inventory delivery schedules
- Act as the primary administrative liaison with key contact representatives at wholesaler accounts
- Track outstanding balances and send systematic payment reminders for overdue invoices
- Conduct virtual onboarding and interactive platform training sessions for new clients and healthcare providers
- Prepare and dispatch welcome packs, onboarding documentation, and platform access materials
- Coordinate and manage training calendars for members, clients, and providers
- Compile and deliver monthly performance and service reports to corporate clients
- Join a 15-minute daily huddle to review daily goals, clear blockers, answer FAQs, and delegate escalated tickets
- Execute core daily operational deliverables, including wholesale purchase order processing, stock replenishment, onboarding sessions, or monthly reporting
- Send a structured end-of-day summary to leadership outlining completed tasks, order/delivery statuses, intern ticket metrics, and items flagged for the following day
Requirements:
- 2+ years of experience in virtual assistance, operations coordination, customer support, or administrative management
- Proven ability to supervise junior team members, review work quality, and provide clear guidance
- Demonstrated experience managing purchase orders, stock replenishment, and invoice tracking workflows
- Exceptional written and verbal communication skills with high empathy and professional polish
- Ability to quickly master digital tools, booking engines, and communication platforms
- Excellent time management skills with a demonstrated ability to maximise output within a defined 10-hour weekly allocation
Benefits:
- Part-time, 10 hours per week
- Fully remote
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