• Provide support and service to clients by receiving and processing orders related to corporate public record filings and document retrieval • Communicate with clients, coworkers, correspondents, jurisdiction employees, and others in a timely, effective, and professional manner • Utilize systems to build transactions and release various portions of the order for processing • Generate proposals for clients, including fees and turnaround expectations • Access public record websites to file and retrieve publicly recorded documents • Maintain clear records throughout transactions to ensure accurate results and invoicing

• You will be providing support and service to clients by receiving and processing orders related to corporate public record filings and document retrieval. • Communicate with clients, coworkers, correspondents, jurisdiction employees, and others in a timely, effective, and professional manner. • Utilize systems to build transactions and release various portions of the order to coworkers, correspondents, or state/county offices for processing. • Generate proposals for clients, including fees and turnaround expectations. • Access public record websites to file and retrieve publicly recorded documents. • Review, prepare, and submit filings, paying close attention to rules and regulations. • Maintain clear records throughout transactions to ensure accurate results and invoicing.

• Monitor assigned messaging channels and respond to inbound client messages within SLA • Acknowledge every inbound message clearly and calmly, even when full resolution requires escalation • Identify the intent of each conversation (new sales interest, existing client support, operational or billing question, platform or compliance issue) and route accordingly • Hand off sales-ready conversations to the Business Development team immediately, with clean context (platform requested, estimated spend, urgency, timezone) • Resolve basic, repeatable questions directly using approved playbooks (onboarding steps, high-level platform rules, billing flow explanations) • Escalate complex, sensitive, or technical issues to the right internal owner (Account Manager, Ops, Billing, or Compliance) with clear notes so nothing gets lost in translation • Act as the primary point of contact during US hours, with rotational coverage for nights, weekends, and holidays to make sure no inbound message goes unanswered • Track escalations through to acknowledgement and follow up when ownership is unclear • Keep internal records clean and current, including conversation summaries, tags, stages, and escalation notes • Maintain a consistent, brand-aligned tone across every client conversation

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.