Administrative Assistant

About the Client

Our client is a growing U.S.-based software company that provides technology solutions to businesses in the healthcare services space. The company is looking for a reliable and detail-oriented administrative operations professional to support internal teams, manage recurring operational tasks, and help ensure communication, documentation, billing-related requests, and customer communications are handled accurately and efficiently.

About the Role

We are looking for an Administrative & Operations Support Specialist to support day-to-day operations by managing communication flows, processing customer requests, maintaining accurate documentation, and assisting internal teams with recurring administrative tasks.

This role is ideal for someone who is highly organized, process-driven, detail-oriented, and comfortable working behind the scenes to keep operations running smoothly. The right candidate will be able to follow established processes, document work clearly, manage shared inbox communications, and identify when something needs to be escalated.

The person in this role will work closely with internal stakeholders across operations, customer success, sales, and billing. While the role is primarily administrative and operational, there may also be some customer-facing communication, especially related to billing or account-related inquiries, so strong English communication skills are important.

Responsibilities

• Manage a shared contact inbox, review incoming emails, and route communications to the appropriate internal teams.
• Process customer upgrades, downgrades, and system access changes accurately and on time.
• Maintain and update internal records, documentation, spreadsheets, and Salesforce entries.
• Document inbound sales deals and track related incentives or relevant operational details.
• Support billing-related administrative tasks and help coordinate communication between internal teams.
• Assist with customer-facing billing or account-related communications when needed.
• Follow established processes and ensure recurring tasks are completed consistently.
• Identify exceptions, errors, or unclear cases and escalate them to the appropriate team member.
• Create, update, and improve process documentation as responsibilities evolve.
• Support internal teams with ad-hoc administrative, operational, and documentation tasks.

Requirements

Must-have

• 5+ years of experience in administrative support, operations support, customer support, billing support, finance operations, procurement, or a similar process-driven role.
• Advanced English communication skills, both written and spoken, with confidence interacting with internal teams and U.S.-based customers when needed.
• Strong experience managing shared inboxes, handling incoming requests, and routing communications accurately.
• Strong attention to detail, with the ability to manage repetitive tasks while maintaining accuracy.
• Experience maintaining records, spreadsheets, reports, and operational documentation.
• Positive, proactive, go-getter attitude, with strong ownership and good judgment when something does not fit the usual process.

Nice-to-have

• Experience using Salesforce or a similar CRM.
• Experience in software, SaaS, healthcare technology, finance, billing, accounting, procurement, or customer success environments.
• Experience handling customer-facing billing calls, account inquiries, or sensitive customer information.
• Experience with QuickBooks, tax software, Zendesk, Asana, Slack, Power BI, or similar tools.
• Experience creating or improving SOPs, process documentation, or operational workflows.