Customer Service & Communications Assistant

Job Overview

Our client is seeking a reliable, organized, and customer-focused Customer Service & Communications Assistant to support its customer service operations, registration processes, and day-to-day administration.

The primary focus of this role is to manage customer service emails, assist customers through the registration portal, and ensure all communications are handled promptly and professionally. The successful candidate must have excellent English communication skills, strong attention to detail, and the ability to manage customer inquiries while keeping records and administrative systems up to date.

The ideal candidate is proactive, comfortable learning new systems, and eager to become familiar with the company’s programs, operations, and customer experience standards.

Schedule Wednesday - Sunday, 4:30 PM - 8:30 PM ET (20 work hours per week)

• Wednesday: 4:30 PM - 8:30 PM ET
• Thursday: 4:30 PM - 8:30 PM ET
• Friday: 4:30 PM - 8:30 PM ET
• Saturday: 4:30 PM - 8:30 PM ET
• Sunday: 4:30 PM - 8:30 PM ET

Candidates must be able to consistently work the specified schedule, including weekends.

Responsibilities

Customer Service & Registration Support — Main Priority

• Monitor and respond to customer service emails promptly, professionally, and accurately.
• Assist customers with questions, registration issues, account updates, and general inquiries.
• Support customers in navigating the registration portal and resolving basic registration-related concerns.
• Follow up on outstanding inquiries and ensure customer concerns are addressed in a timely manner.
• Maintain accurate customer information and registration records.
• Escalate complex issues when necessary and ensure appropriate follow-through.
• Deliver a positive customer experience through clear, friendly, and solution-oriented communication.

Communications & Customer Relations — Main Priority

• Communicate professionally with customers, parents, staff, and other relevant stakeholders.
• Draft, review, and send clear, well-written emails and customer updates.
• Maintain consistent messaging across customer communications and administrative correspondence.
• Organize incoming requests, track follow-ups, and ensure important messages are not missed.
• Demonstrate excellent written and verbal English communication skills.

Website, CRM & Registration System Administration — Main Priority

• Assist with the administration and maintenance of the company website, CRM, and customer registration systems.
• Update customer records, registration details, and relevant system information accurately.
• Help troubleshoot basic system or registration issues and escalate technical concerns as needed.
• Keep customer data organized and confidential.
• Learn and use the company’s systems and processes to support smooth day-to-day operations.

Equipment & Supplies Coordination

• Assist with ordering equipment, supplies, and other operational materials.
• Track orders, delivery statuses, and outstanding requests.
• Maintain organized records of purchases and supply requirements.
• Follow up with suppliers when necessary to ensure timely delivery.

Staff Onboarding & Administrative Support

• Assist with onboarding activities for new staff members.
• Help organize onboarding documents, records, and required information.
• Support general administrative tasks and maintain accurate digital files.
• Assist with coordinating internal requests and tracking outstanding onboarding requirements.

Marketing, Social Media & Digital Content Support

• Assist with company communications, marketing activities, and social media updates.
• Help schedule and publish content across relevant social media platforms.
• Create or update simple digital graphics and marketing materials using Canva.
• Support the preparation of announcements, promotional materials, and customer communications.
• Ensure content and communications follow the company’s established branding and messaging guidelines.

Business & Program Familiarization

• Develop a strong understanding of the client’s programs, services, customers, and operational processes.
• Become familiar with the company’s registration procedures, policies, and frequently asked questions.
• Proactively learn how the business operates to provide accurate information and effective customer support.
• Identify opportunities to improve customer communication, organization, and administrative work…