Client Services & Administration Officer

Job Overview

The Client Services & Administration Officer plays a critical role in supporting client operations through efficient invoicing, accurate data management, structured communication, and seamless system coordination.

This role is best suited for a highly organized and detail-oriented professional who thrives in a structured, process-driven environment. The ideal candidate is a fast learner who can work efficiently under pressure, manage multiple tasks, and maintain a high level of accuracy at all times.

Beyond core administrative responsibilities, we are seeking an individual with the potential to contribute to the continuous improvement of business systems and processes, adding long-term value to the organization.

Key Responsibilities

1. Client & Student Administration

• Maintain and update accurate student and client records across internal systems
• Manage and monitor client portal access
• Ensure data integrity and consistency across platforms
• Organize and maintain digital records and documentation

2. Invoicing & Billing Support

• Prepare and issue invoices accurately within required timeframes
• Track payments and follow up on outstanding balances
• Maintain organized and up-to-date billing records
• Assist with reconciliation and reporting as required

3. Client Communication

• Respond to client inquiries in a timely and professional manner
• Coordinate with internal teams regarding client updates and requirements
• Maintain clear, consistent, and proactive communication
• Ensure all instructions and requests are fully understood and executed accurately

4. System & Process Management

• Utilize Monday.com for task tracking and workflow management
• Maintain documentation aligned with company processes and compliance requirements
• Support operational reporting and administrative audits
• Identify opportunities for process improvements and efficiencies

Qualifications & Requirements

• Previous experience in administrative, billing, or client support roles
• Familiarity with Monday.com (preferred)
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word)
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• High level of attention to detail and accountability
• Ability to clearly understand and follow instructions
• Comfortable working in a structured and process-driven environment
• Ability to work quickly and efficiently without compromising accuracy
• Fast learner with the ability to adapt to new systems and processes
• Ability to work under pressure and handle high-volume workloads on certain days
• Strong time management skills with the ability to prioritize and manage multiple tasks effectively

Ideal Candidate Profile

• Highly organized and process-oriented
• Comfortable handling repetitive yet detail-intensive tasks
• Resilient, adaptable, and dependable
• Strong work ethic with a high level of accountability
• Able to work independently with minimal supervision
• Proactive thinker with the ability to suggest improvements to systems and processes
• Interested in long-term growth and contributing strategic value to the organization