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

About the Role

ISTA Personnel Solutions is a rapidly growing BPO organisation that works as an embedded support partner for U.S.-based clients rather than as a staffing agency. The team is looking for a Client Support & Office Administrator to assist a dental healthcare client in the United States with dependable, well-organised, client-oriented administrative support. This position suits someone who works well in a structured setting, can juggle several priorities at once, and consistently produces accurate, polished work.

This is a wide-ranging admin and sales-support position. Core duties include handling client communication, preparing quotations and invoices, keeping records current and accurate, and supporting the broader operations of the team.

Working Hours and Environment

• Monday to Friday, 9:00 AM to 6:00 PM EST, which corresponds to 3:00 PM to 12:00 AM South African time. These hours may shift because of daylight savings or operational needs.
• The role is 100% remote.
• You must be available to work on South African and U.S. public holidays. Compensation for South African public holidays will follow BCEA requirements.

Technical and Setup Requirements

• A fixed fibre internet connection is compulsory, with a minimum speed of 25 Mbps for both upload and download.
• The internet setup must support a wired Ethernet connection.
• A dependable backup power solution is required to cover load shedding and outages.
• Candidates who do not have fibre internet or power backup cannot be considered.

Key Responsibilities

• Respond to client communication, manage front-desk style interactions, and complete general administrative work in a professional and efficient manner.
• Draft, handle, and track quotations and invoices for both walk-in and insurance clients with care and accuracy.
• Keep filing structures, documentation, and records well organised so information can be retrieved quickly and compliance is maintained.
• Oversee stock ordering and inventory records to ensure items are replenished on time and records stay accurate.
• Prepare and maintain job cards, customer statements, and daily operational logs.
• Assist with basic HR and payroll tasks when needed.
• Handle petty cash, banking, and payment-related processes with a high level of precision.
• Communicate with clients in a professional way to support a positive and consistent customer experience.
• Make cold calls and follow up with potential clients to help sales efforts.
• Spot gaps, errors, missing details, and other administrative inconsistencies and bring them to attention.

Requirements

• At least 3 to 5 years of experience in administration, sales support, or office coordination.
• Proven hands-on experience with quotations, invoicing, filing, and stock control.
• Experience in HR, payroll, or financial administration is beneficial.
• Strong experience in client-facing or reception-based work is required.
• Confident use of Microsoft Office tools, especially Word, Excel, and Outlook.
• Quick and accurate typing and data entry ability.
• Excellent written and spoken English, including strong spelling and grammar.
• Very strong attention to detail, with accuracy being essential.
• Ability to manage several tasks at once while maintaining quality and focus.
• Previous exposure to remote work or U.S.-based operations is helpful, though not mandatory.

Additional Information

If you are not contacted within 14 working days, your application should be considered unsuccessful.