Operations Assistant (Remote)

Job Overview:

We are seeking a detail-oriented and organised Operations Assistant to support our sales by processing orders, handling renewals, and managing data in HubSpot. The ideal candidate will have a strong eye for detail, be comfortable working in a fast-paced environment, and possess excellent communication and data management skills. Experience with HubSpot is a plus. Ability to handle two executives ad-hoc requirements would be ideal.

Key Responsibilities:

Order Processing:

• Accurately enter and manage customer orders, ensuring all required documentation is completed and properly recorded.
• Coordinate with others to ensure orders are fulfilled in a timely manner.
• Track orders through their lifecycle and provide updates to customers as needed.
• Ensure invoicing and payments are processed accurately.

Renewals Management:

• Proactively track and manage upcoming contract renewals.
• Communicate with customers regarding renewal terms, pricing, and options.
• Work closely with the sales team to support customer retention and ensure seamless renewals.
• Handle renewal paperwork and invoicing, ensuring all information is accurate and timely.

HubSpot CRM Management:

• Maintain accurate and up-to-date customer records in HubSpot, including contact details, order history, and renewal dates.
• Generate reports from HubSpot to track order status, customer engagement, and renewal trends.
• Support marketing and sales efforts.

Customer Communication:

• Respond to customer inquiries regarding orders, renewals, and account status via phone and email.
• Ensure a high level of customer satisfaction by providing timely and accurate information.

Process Improvement:

• Identify inefficiencies in the order processing and renewal workflows, proposing and implementing improvements.
• Assist in developing standard operating procedures for order management and renewals.

Qualifications:

• Previous experience in a operations, order processing, or administrative support role.
• Experience using HubSpot
• Strong attention to detail and accuracy.
• Excellent communication skills, both written and verbal.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Problem-solving mindset with a proactive approach to addressing issues.

Preferred:

• Experience working with IT businesses.

Key Competencies:

• Strong organisational skills and the ability to multitask.
• High level of accuracy and attention to detail.
• Good interpersonal skills and a customer-focused attitude.
• Ability to work collaboratively within a team.