Administrative & Customer Support Assistant

ROLE OVERVIEW
This role is ideal for a detail-oriented, tech-capable admin professional who thrives in structured work, enjoys keeping businesses organized, and can confidently support invoicing and customer follow-up processes. They will need strong operational instincts, comfort with invoicing systems, and the ability to learn new tools quickly.

KEY RESPONSIBILITIES

Invoicing & Accounts Support:
- Input invoices into Sage (or similar accounting system)
- Process, monitor, and track incoming cash receipts
- Follow up on late payments and overdue invoices
- Email invoices to customers daily or weekly based on schedule
- Maintain clean records of billing and payment status

Client Communication & Quote Follow-Up
- Support customer service via email communication
- Follow up with clients on outstanding quotes and pending approvals
- Ensure no client requests or proposals fall through the cracks
- Help the team stay responsive while protecting their time

Administrative Organization
- Organize inbox workflows and manage calendar scheduling
- Assist with appointment coordination, reminders, and task tracking
- Build repeatable systems for day-to-day admin operations

Systems & Tech Support (Critical Need)
- Assist in evaluating and selecting a new Operating System/software platform
- Help port administrative processes into updated tools
- Improve internal workflows through automation, templates, and structure
- Comfortable working across Google Workspace, CRMs, invoicing tools, and new platforms

IDEAL CANDIDATE PROFILE
- Extremely organized and detail-oriented
- Confident handling invoicing, billing support, and client follow-up
- Tech-savvy and comfortable learning new systems quickly
- Proactive — doesn’t wait to be told what’s broken
- Strong written communicator with a professional customer-facing tone
- Experienced supporting small business owners or operations teams

PREFERRED EXPERIENCE
- Admin support, customer support, or operations assistance
- Familiarity with invoicing/accounting tools (Sage is a plus)
- Experience helping companies implement new software or workflows
- VA experience supporting U.S.-based service businesses

SUCCESS IN THIS ROLE LOOKS LIKE
- Invoices go out consistently and on time
- Late payments are tracked and followed up systematically
- Client quote follow-up becomes reliable and automated
- Calendar, inbox, and admin workload feel under control
- The organization transitions smoothly into stronger systems and operating structure

HOURS & COMPENSATION
- Starting at 10~20 hours/week
- Opportunity to expand into a long-term operations support role
- Competitive compensation based on experience and technical skill