Executive Assistant / Operations Coordinator (Medical Device Repair)
South Africa
VA/EA – Operations /
Executive Assistant /
Remote
Job Description
We’re seeking a full-time proactive Executive Assistant / Operations Coordinator to streamline day-to-day operations for a hospital-facing medical device repair business. You’ll manage CRM activity, coordinate technician workflows, ensure timely client communications, and own invoice/payment follow-through—freeing leadership to focus on growth. The role requires confident phone support, meticulous data accuracy, and strong follow-up to keep service tickets, reports, and billing on track.
Core Responsibilities
- Email, Calendar & Comms: Manage shared inboxes and scheduling via Missive and Outlook; draft replies for review; coordinate internal comms.
- CRM & Workflows (Odoo): Create/maintain accounts, contacts, service requests, tasks; assign and follow up with technicians; monitor ticket status.
- Reporting & Accountability: Generate daily/weekly reports on task progress, SLAs, completions, and bottlenecks; flag risks early.
- Billing Operations: Verify completed service reports; create and send Odoo invoices; track A/R and follow up on payments.
- Customer Support (Phone & Email): Receive service-request calls; perform warm follow-ups; provide status updates to clients and partners.
- Collaboration: Use VoIP extension, screen-share, and real-time chat to work closely with leadership; provide end-of-day summaries as needed.
Tools & Systems
- Odoo (CRM, invoicing, internal messaging)
- Missive (team email client) + Outlook
- VoIP phone system (company extension provided)
MUST-HAVES
- 2+ years in Executive Assistant, Operations Coordinator, or Service Operations support.
- Strong CRM proficiency (Odoo a plus, but ability to learn quickly is essential).
- Excellent written & spoken English; confident, professional phone manner.
- Proven accuracy with data entry, reconciliation, and detail checks (reports, rates, hours).
- Experience with invoicing/A/R follow-ups and creating client-ready communications.
- Comfortable with real-time collaboration (screen sharing, rapid tasking) during EST hours.
- High ownership mindset: tracking KPIs/SLAs, closing loops, and escalating risks early.
NICE-TO-HAVES
- Odoo hands-on experience.
- Background in field service, repairs, logistics, or healthcare environments.
- Basic finance ops (A/R, rate checks, time verification).
- Report building (dashboards or scheduled summaries).
$1,100 - $1,300 a month
Why Join Assist World?
100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM!
