Client Support & Procurement Administrator

Client Ticket Management:

• Monitor support tickets via platforms like JitBit and Freshdesk
• Draft polite, smart first-line replies using ChatGPT and SOPs
• Assign and escalate tasks in Asana or HubSpot
• Follow up with clients for clarity or status updates

Procurement & Delivery Support:

• Receive approved POs from our QS team and input into Xero or QuickBooks
• Email vendors to confirm deliveries and timelines
• Follow up via WhatsApp or HubSpot calling if unresponsive
• Track shipments and update project teams via Asana
• Collect delivery notes and share with finance for invoicing

Admin Tasks & Internal Coordination:

• Maintain delivery folders and checklists in Google Drive
• Daily stand-up calls with the Ops team
• Weekly summary review using Asana

Essential Qualifications

• Proven experience in client support & procurement admin., or related field
• In-depth industry knowledge regarding best practices, development, current regulations, and technology, particularly in client support & procurement admin
• With a deep background in a remote setup of work similar to freelancing as an independent contractor (deep understanding of the pros & cons involved in this industry).
• Outstanding written and verbal communication skills
• Strong organizational abilities with experience as procurement administrator
• Proficiency in client support management
• Demonstrated ability to work independently and meet deadlines

Technical Skills

• Experience with Client Ticket Management, Procurement & Delivery Support, and Admin. Tasks & Internal Coordination
• Proficiency in Tickets via JitBit and Freshdesk
• Knowledge about ChatGPT, SOPs, Asana, HubSpot, WhatsApp, Xero/Quickbooks and POs
• Familiarity with email marketing platforms to email vendors to confirm deliveries and timelines
• Understanding of track shipments and update project teams
• Ability to collect delivery notes and share with finance for invoicing

Personal Qualities

• Natural relationship builder with authentic communication style
• Self-starter with strong initiative
• Comfortable with daily stand-up calls with the Ops team
• Detail-oriented and organized
• Passion for doing weekly summary review