Client Support & Office Administrator (Dental Healthcare) - EST Hours (Remote)

ISTA Personnel Solutions is a dynamic and fast-growing BPO company. We are not a recruitment agency — we operate as a dedicated extension of our U.S.-based clients' teams, delivering high-quality service with precision, efficiency, and a personal touch.

We are hiring a Client Support & Office Administrator to support a U.S.-based dental healthcare client requiring reliable, organised, and client-focused administrative support. This role is best suited to someone who thrives in a structured environment, is comfortable managing multiple responsibilities simultaneously, and takes pride in delivering accurate, high-quality work.

This is a broad administrative and sales support role. The primary responsibilities include managing client correspondence, processing quotations and invoices, maintaining accurate records, and providing general operational support to the wider team.

PLEASE NOTE

• Working Hours: Mon – Fri, 9:00 AM – 6:00 PM EST (3:00 PM – 12:00 AM South African Time). These working hours are subject to change depending on daylight savings and/or the operational requirements of the company.
• Work Environment: This is a fully remote working role. You will be required to work on both South African and US public holidays (compensation for SA public holidays in accordance with the BCEA).
• Internet Requirements: A fixed fibre line with a minimum speed of 25 Mbps (upload & download) and the ability to support a wired Ethernet connection is mandatory. Applicants without a fixed fibre line cannot be considered.
• Power Backup: A reliable power backup solution is required to manage load shedding and power outages. Applicants without a power backup cannot be considered.

Key Responsibilities

• Handle client correspondence, reception duties, and general administrative tasks professionally and efficiently
• Prepare, process, and manage quotations and invoices accurately for both walk-in and insurance clients
• Maintain organised filing systems, records, and documentation to ensure easy retrieval and compliance
• Manage stock orders and inventory records, ensuring accuracy and timely replenishment
• Create and update job cards, customer statements, and operational logs
• Support basic HR and payroll functions where required
• Manage petty cash, banking, and payment processing with a high degree of accuracy
• Liaise with clients professionally, ensuring a consistent and positive customer experience
• Conduct cold calling and follow up with prospective clients to support sales activity
• Identify and flag discrepancies, missing information, or administrative inconsistencies

Requirements

• Minimum 3–5 years in an administrative, sales support, or office coordination role
• Demonstrated experience with quotations, invoicing, filing, and stock management
• Prior exposure to HR, payroll, or financial administration is advantageous
• Strong background in client-facing or reception environments is essential
• Comfortable with MS Office (Word, Excel, Outlook)
• Fast and accurate data entry and typing skills
• Strong written and verbal English communication skills with excellent spelling and grammar
• Exceptional attention to detail, accuracy is critical in this role
• Ability to manage multiple tasks simultaneously without losing focus or quality
• Experience in a remote or US-facing work environment is advantageous but not essential

If you are not contacted within 14 working days, please consider your application unsuccessful.