Administration Assistant

Role & Responsibilities

• Provide day-to-day administrative support for business operations.
• Respond to client inquiries through email, phone calls, and messaging platforms in a professional and timely manner.
• Manage calendars, appointments, bookings, and schedules.
• Follow up with prospective and existing clients regarding inquiries, bookings, payments, and required documents.
• Prepare and send invoices, rental agreements, confirmations, and other administrative documents.
• Maintain accurate client, booking, and payment records.
• Update spreadsheets, trackers, calendars, and internal systems.
• Coordinate information between clients, management, vendors, and onsite staff when needed.
• Handle basic data entry, file organization, and other clerical duties.
• Follow established company procedures, communication templates, and policies.
• Identify situations that require management approval and escalate them appropriately.
• Assist management with additional administrative and operational tasks as needed.

Preferred Candidate Profile

• Previous experience as an Administrative Assistant, Executive Assistant, Virtual Assistant, Office Assistant, or in a similar administrative role is preferred.
• Strong written and spoken English with professional email and phone etiquette.
• Excellent organizational and time-management skills.
• Strong attention to detail and ability to maintain accurate records.
• Able to manage multiple conversations, deadlines, and tasks at the same time.
• Comfortable communicating directly with clients and providing professional customer service.
• Able to work independently in a remote environment with minimal supervision.
• Good judgment and the ability to follow established procedures without making unauthorized decisions or promises to clients.
• Proficient with Microsoft Office and/or Google Workspace, including Excel or Google Sheets.
• Comfortable learning new booking platforms, CRM systems, invoicing software, and other online tools.
• Experience with scheduling, invoicing, document preparation, customer service, or back-office operations is an advantage.
• Bachelor's degree in Business Administration, Communications, Management, or a related field is preferred but not required.

Please note: This is not solely a data-entry position. The role involves regular client communication, scheduling, follow-ups, documentation, problem-solving, and ongoing administrative responsibilities.