[Hiring] Client Support & Office Administrator @ISTA Personnel Solutions

Role Description

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:

• Handling client correspondence, reception duties, and general administrative tasks professionally and efficiently
• Preparing, processing, and managing quotations and invoices accurately for both walk-in and insurance clients
• Maintaining organised filing systems, records, and documentation to ensure easy retrieval and compliance
• Managing stock orders and inventory records, ensuring accuracy and timely replenishment
• Creating and updating job cards, customer statements, and operational logs
• Supporting basic HR and payroll functions where required
• Managing petty cash, banking, and payment processing with a high degree of accuracy
• Liaising with clients professionally, ensuring a consistent and positive customer experience
• Conducting cold calling and following up with prospective clients to support sales activity
• Identifying and flagging discrepancies, missing information, or administrative inconsistencies

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.

Qualifications

• 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

Company Description

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.