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Assist World

Executive Assistant / Operations Coordinator (Medical Device Repair)

Assist World South Africa 2 days ago
operations
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).

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