The Role
Provides remote administrative and operational support across customer support supervision, purchase orders, stock replenishment, invoice tracking, client and provider onboarding, platform training, scheduling, and performance reporting. Supervises interns, audits service quality, coordinates suppliers and deliveries, manages payment follow-ups, and communicates daily status updates to leadership within a 10-hour weekly schedule.
Summary Generated by Built In
This is a remote position.
Operating in a fully remote setup for 10 hours per week, this position supports core operational, care experience, and client management workflows. The role plays an integral part in maintaining smooth daily execution across customer support supervision, stock order lifecycles, and client and provider onboarding processes.
Working across dedicated support and platform management environments, the Virtual Administrative Assistant leads daily intern check-ins, audits service quality, manages wholesale purchase orders, and ensures payment tracking and administrative follow-ups remain completely up to date.
Key Responsibilities
Care Experience & Intern Supervision (~3.5 Hours/Week):
Care Experience & Intern Supervision (~3.5 Hours/Week):
- Lead daily 15-minute syncs with 2–3 customer support interns to align on priorities and review ticket queues.
- Audit ticket resolution quality across company platforms to maintain high support standards.
- Serve as the first point of contact for intern FAQs and handle escalated or serious support queries.
Wholesale, Stock & Accounts Management (~3.5 Hours/Week):
- Manage the complete lifecycle of wholesale purchase orders from initial receipt through to confirmed delivery.
- Place stock replenishment orders with suppliers and monitor inventory delivery schedules.
- Act as the primary administrative liaison with key contact representatives at wholesaler accounts.
- Track outstanding balances and send systematic payment reminders for overdue invoices.
Provider & Client Onboarding, Training & Reporting (~3.0 Hours/Week):
- Conduct virtual onboarding and interactive platform training sessions for new clients and healthcare providers.
- Prepare and dispatch welcome packs, onboarding documentation, and platform access materials.
- Coordinate and manage training calendars for members, clients, and providers.
- Compile and deliver monthly performance and service reports to corporate clients.
Daily Operational Rhythm:
- Join a 15-minute daily huddle to review daily goals, clear blockers, answer FAQs, and delegate escalated tickets.
- Execute core daily operational deliverables (wholesale purchase order processing, stock replenishment, onboarding sessions, or monthly reporting).
- Send a structured end-of-day summary to leadership outlining completed tasks, order/delivery statuses, intern ticket metrics, and items flagged for the following day.
Requirements
Essential Requirements
- 2+ years of experience in virtual assistance, operations coordination, customer support, or administrative management.
- Proven ability to supervise junior team members, review work quality, and provide clear guidance.
- Demonstrated experience managing purchase orders, stock replenishment, and invoice tracking workflows.
- Exceptional written and verbal communication skills with high empathy and professional polish.
- Ability to quickly master digital tools, booking engines, and communication platforms.
- Excellent time management skills with a demonstrated ability to maximise output within a defined 10-hour weekly allocation.
Benefits
Part-time, 10 hours per week
Fully remote
Skills Required
- 2+ years of experience in virtual assistance, operations coordination, customer support, or administrative management
- Experience supervising junior team members, reviewing work quality, and providing clear guidance
- Experience managing purchase orders, stock replenishment, and invoice tracking workflows
- Exceptional written and verbal communication skills with empathy and professional polish
- Ability to quickly learn digital tools, booking engines, and communication platforms
- Excellent time management and ability to maximize output within a 10-hour weekly allocation
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The Company
What We Do
RecruitMyMom is a South African recruitment agency specializing in placing skilled women, particularly professional mothers, in permanent, contract, freelance, and fractional roles. They connect local and global businesses with top-tier talent and focus on the economic empowerment of women.
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