Offer summary

Qualifications:

Excellent English communication skills, both written and verbal., Experience with Microsoft 365 suite, particularly Teams and Excel., Strong attention to detail and organizational skills., Experience in customer service, preferably in a technical or healthcare-related field..

Key responsabilities:

Perform daily job auditing and manage job documentation in Simpro.

Generate customer service reports and handle invoicing tasks.

Manage internal communications and participate in daily team huddles.

Support scheduling, job coordination, and maintain compliance documentation.

Job description

This is a remote position.

Virtual Administrative Assistant for Medical Equipment Service Company

Candidate-facing description: Join a growing medical equipment sales and service business as their dedicated Virtual Administrative Assistant, where you’ll be instrumental in streamlining their operations and supporting their expansion. You’ll work with a team of skilled technicians, managing their job documentation and customer reporting processes while ensuring smooth administrative operations. This role offers the opportunity to make a significant impact by implementing and maintaining efficient systems that enable the business to scale. Your work will directly contribute to the company’s growth while maintaining their high standards of service in the critical medical equipment industry.

Responsibilities:

Perform daily job auditing to ensure all completed jobs are properly documented and follow-up with technicians for missing information
Generate and customize customer service reports using Excel macros and existing templates
Process and manage job documentation in Simpro, ensuring all asset histories and job details are accurately recorded
Handle invoicing and related administrative tasks
Manage internal communications between team members using Microsoft Teams
Participate in daily 8-minute morning huddles and provide end-of-day reports
Monitor and manage email communications with customers and suppliers
Create and maintain systematic documentation of processes and procedures
Chase technicians for required information and documentation like a “bulldog”
Support scheduling and job coordination for the technical team
Assist in inventory management and supplier communications
Generate and track invoices, monitoring job profitability
Maintain compliance documentation for medical equipment servicing
Support customer relationship management through follow-ups and service reminders

Requirements

Excellent English communication skills, both written and verbal
Strong ability to learn new systems quickly and adapt to changing processes
Experience with Microsoft 365 suite, particularly Teams and Excel
High attention to detail and ability to maintain consistent documentation
Strong initiative and proactive problem-solving abilities
Excellent organizational and time management skills
Ability to work independently while maintaining transparent communication
Professional demeanor for customer and supplier interactions
Fast learner with demonstrated ability to quickly master new software systems
Cultural fit with a growing, professional service organization
Basic understanding of or willingness to learn medical equipment terminology
Experience in customer service, preferably in a technical or healthcare-related field

Scopes:

Full-time position (40 hours per week)
Primary responsibility for all administrative tasks and documentation
Direct communication with 3 field technicians and business owners
Management of all Simpro-related administrative functions
Oversight of customer service reporting and documentation
Handle all internal and external business communications
Support business scaling initiatives through systems improvement
Assist in the transition from current processes to more efficient, scalable systems
Contribute to the development and implementation of SOPs across all administrative functions