Offer summary

Qualifications:

Strong organizational skills and attention to detail are essential., Experience in client invoice management and procurement processes is required., Ability to manage executive communications and maintain confidentiality is crucial., Proficiency in service desk operations and vendor coordination is preferred..

Key responsabilities:

Manage client invoicing and ensure timely payment follow-ups.

Coordinate procurement and vendor communications to maintain operational efficiency.

Provide executive support to the CEO and COO, managing their inboxes and scheduling.

Handle service desk triage and dispatch support, ensuring timely updates on tickets.

Job description

This is a remote position.

SUMMARY
The Office Administrator is responsible for managing all company purchasing, ensuring clients are billed and payments are received, and serving as the primary liaison between the MSP and vendors.

This role also provides secondary service desk triage and dispatch support, ensuring tickets are correctly routed when created.

The role requires high-level organization, process adherence, and proactive follow-up to prevent execution failures. Every order, invoice, and service request must have clear movement—nothing sits idle or untracked.

In addition to core operational duties, this role serves as Executive Operations Support for the CEO and COO. This includes managing leadership email accounts, delegating communications, and executing both business and occasional personal tasks across multiple owned companies. The Executive Support portion of the role represents approximately 20% of the workload and is considered mission-critical for leadership efficiency and business continuity.

This role also includes ownership of front office operations, including professional client interaction, general office upkeep, and cross-departmental task coordination with an emphasis on clarity, responsiveness, and accuracy.

JOB RESPONSIBILITIES

Client Invoice Management & Payment Follow-Ups
No payment sits outstanding past 5 days without a verbal check-in.
Provide clear, documented answers to client invoice questions.
Ensure all invoices are sent out promptly and accurately.
Handle client billing/accounting questions with accuracy and clarity.
Prepare and complete bank deposits as needed.
Ordering & Procurement Execution
Process all product and service orders accurately and efficiently.
Follow up with vendors and suppliers to ensure orders are progressing.
No order should sit stagnant—every order must have a documented next step.
Check and manage internal inventory to prevent supply gaps.
Order office and operational supplies with cost-efficiency in mind.
Vendor & Service Coordination
Manage vendor communications, renewals, and service contracts.
Ensure all critical renewals are proactively managed—no surprises.
Proactive Client & Internal Follow-Ups
Provide frequent updates to clients about their invoices and orders.
Communicate delays early—clients and leadership should never be left wondering about status.
Ensure client status reports and follow-ups are clear and timely.
Service Desk & Dispatch Support
Answer incoming phone calls and greet clients professionally.
Answer phones when the Dispatcher is unavailable.
Properly triage tickets, enter them into the system, and assign correctly.
Assist with technician scheduling and calendar coordination.
Understand client environments and context for intelligent ticket handling.
No ticket should sit without an update for more than 3 days.
Executive Operations Support (CEO & COO)
Monitor and manage CEO and COO inboxes with delegated access.
Maintain Inbox Zero by replying, delegating, summarizing, and escalating as needed.
Coordinate personal and business-related tasks, including prescription calls, appointments, and vendor communication for other owned entities.
Keep CEO and COO updated on priority emails, requests, and scheduling changes.
Maintain confidentiality, sensitivity, and exceptional speed across all support activities.