• 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.

• Manage customer interactions by providing prompt and effective assistance across multiple channels: phone, chat, and ticketing. • Verify and validate documents in accordance with procedures. • Use IT tools and mobile applications to ensure thorough follow-up. • Resolve technical issues and user account-related problems. • Escalate customer feedback and suggest improvements to optimize the user experience. • Adapt work pace according to rotating schedules and weekend shifts.

Title: Regional Office Services Coordinator Location: US - AZ - Phoenix Full time Job Description: Focused on employment and labor law since 1958, Jackson Lewis P.C.’s 1,000+ attorneys located in major cities nationwide consistently identify and respond to new ways workplace law intersects business. We help employers develop proactive strategies, strong policies and business-oriented solutions to cultivate high-functioning workforces that are engaged and stable, and share our clients’ goals to emphasize belonging and respect for the contributions of every employee. The Firm is ranked in the First Tier nationally in the category of Labor and Employment Litigation, as well as in both Employment Law and Labor Law on behalf of Management, in the U.S. News - Best Lawyers® “Best Law Firms”. Virtual Reception & Office Services Coordinator Position Summary The Regional Office Services Coordinator serves as a centralized virtual receptionist for multiple offices, providing high-quality phone coverage and acting as the first point of contact for inbound calls. This hybrid role combines multi-line call routing with remote administrative and office services support, contributing to a consistent and professional client and attorney experience across multiple locations. Key Responsibilities 1. Virtual Reception & Client Service (Multi-Office Support) • Serve as the primary virtual receptionist for assigned region, answering and managing a high volume of incoming calls • Professionally screen, route, and prioritize calls to appropriate attorneys and staff across offices • Maintain a consistent, professional, and welcoming tone representing all supported locations • Greet in-office visitors and coordinate client arrivals where applicable 2. Mail & Courier Services • Incoming Mail: Receive, sort, screen, open, date-stamp, log, and distribute mail; follow protocols for handling sensitive materials such as checks and confidential documents • Outgoing Mail: Process USPS, UPS, and FedEx shipments; ensure proper labeling and tracking • Coordinate messenger/courier services, confirm pickup and delivery details, and track ETAs 3. Conference Services & Hospitality • Prepare conference rooms for meetings, including setup, catering coordination, and technology readiness • Maintain kitchen and hospitality areas: restock supplies, monitor equipment, and ensure cleanliness 4. Supplies & Inventory Management • Monitor and maintain office supply levels through weekly and monthly ordering cycles • Process rush orders as needed and coordinate with vendors • Manage inventory of marketing materials and attorney business cards 5. Copy/Print & Reprographics • Provide copying, printing, scanning, and document services, including Bates stamping and quality control • Ensure copiers and printers are fully stocked, functional, and service-ready 6. Records Management • Support digital and physical records management, including scanning, filing, and document organization • Assist with document uploads into document management systems 7. Conference Rooms & Guest Offices • Conduct daily inspections to ensure rooms are clean, stocked, and fully functional • Set up guest offices and return equipment after use 8. Office Equipment & Distribution • Maintain printers, copiers, and office equipment, including replenishing paper and toner • Distribute office supplies and paper inventory throughout the office 9. IT & Technology Coordination • Coordinate new hire setups and technology onboarding • Provide basic troubleshooting and AV support for meetings • Serve as liaison with IT helpdesk and track equipment inventory 10. Vendor, Facilities & Administrative Coordination • Liaise with building management, security, and engineering teams (e.g., AppFolio, Angus, Brivo) • Coordinate vendor services and monitor service delivery • Track invoices, receipts, and expenses using systems such as Concur • Assist with administrative functions including data entry, check requests, and reimbursements Essential Functions • Provide multi-office phone coverage, ensuring all calls are answered promptly and routed accurately • Welcome clients, vendors, and visitors in a professional manner and manage visitor logs • Open the office daily and help maintain overall office readiness • Coordinate conference room scheduling, setup, and support • Manage incoming and outgoing mail and delivery logistics • Arrange transportation and travel-related services for attorneys or clients • Process and monitor overnight shipments and delivery confirmations • Support administrative requests, including document preparation, mailings, and data entry • Maintain a clean, organized, and professional office environment • Respond calmly and effectively in urgent or high-pressure situations Qualifications / Skills Required • 1–3 years of experience in a receptionist, virtual receptionist, or office services role in a professional services or law firm environment • Strong experience handling multi-line phone systems and high-volume call environments • Excellent verbal and written communication skills with a polished, client-facing demeanor • Ability to multitask across virtual and on-site responsibilities and prioritize effectively • High attention to detail with strong organizational and follow-up skills • Ability to work independently with minimal supervision • Professional, reliable, punctual, and service-oriented with a “can-do” attitude • Strong interpersonal skills and ability to collaborate across offices and teams • Proficiency in Microsoft Outlook, Word, and basic Excel Educational Requirements • High School Diploma or equivalent required We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, national origin, gender, age, religion, disability, sexual orientation, veteran status, marital status or any other characteristics protected by law.