Customer Operations Administrative Specialist – Remote

About PulseMediaNL

PulseMediaNL is seeking a dependable, organized, and detail-oriented Customer Operations Administrative Specialist to support our remote customer operations and administrative functions.

This position combines customer support, data entry, records management, document processing, and general administrative responsibilities. The successful candidate will help maintain accurate customer information, process routine requests, coordinate follow-ups, and ensure administrative tasks are completed efficiently.

This role is well suited for someone who enjoys structured work, communicates professionally, pays close attention to detail, and is comfortable using digital business systems.

Position Summary

The Customer Operations Administrative Specialist will provide administrative support across customer-facing and internal operational activities.

Daily responsibilities may include responding to routine customer inquiries, updating CRM records, entering and verifying data, processing documents, maintaining spreadsheets, monitoring requests, organizing digital files, and coordinating with internal teams.

The ideal candidate will be professional, reliable, customer-focused, and capable of managing multiple priorities while working independently in a remote environment.

Key Responsibilities

Customer Operations Support

• Respond to routine customer inquiries through approved email, chat, or digital communication channels.

• Provide clear and professional information to customers.

• Assist with general customer requests and administrative questions.

• Document customer interactions and actions taken.

• Track outstanding requests and follow-up requirements.

• Route complex or specialized matters to the appropriate team.

• Maintain professional communication throughout the customer experience.

• Assist with resolving routine administrative issues.

Administrative Support

• Provide day-to-day administrative assistance to operations and customer-service teams.

• Process forms, requests, and business documentation.

• Maintain administrative trackers, logs, and task lists.

• Prepare basic reports, summaries, and correspondence.

• Monitor assigned administrative tasks and deadlines.

• Organize electronic records and documentation.

• Assist with internal operational projects.

• Follow up on outstanding administrative activities.

Data Entry & Record Management

• Enter and update customer and administrative information in approved systems.

• Maintain accurate CRM, database, and spreadsheet records.

• Transfer information from forms, documents, emails, and other approved sources.

• Review information for accuracy and completeness.

• Identify missing, outdated, duplicate, or inconsistent records.

• Correct routine errors according to established procedures.

• Assist with database-cleanup and record-maintenance projects.

• Maintain consistent data-entry and recordkeeping standards.

CRM & Customer Records

• Create and update customer profiles.

• Record customer inquiries, requests, notes, and follow-up activities.

• Maintain accurate contact and account information.

• Review customer records for completeness.

• Retrieve authorized customer information when required.

• Assist with maintaining organized and reliable CRM records.

• Follow established privacy and records-management procedures.

Email & Request Management

• Monitor assigned customer-service and administrative inboxes.

• Review incoming requests and determine appropriate actions.

• Respond to routine emails when authorized.

• Forward specialized inquiries to appropriate team members.

• Track unresolved or pending requests.

• Follow up on outstanding matters.

• Maintain accurate records of communications.

• Escalate urgent or sensitive issues appropriately.

Document & File Management

• Review and process routine business documents.

• Upload, rename, categorize, and organize electronic files.

• Confirm that required documentation is complete.

• Identify missing or inconsistent information.

• Maintain organized shared folders and digital records.

• Follow established file-naming conventions.

• Retrieve documents for authorized team members.

• Assist with document archiving and file cleanup.

Required Qualifications

• High school diploma, secondary school qualification, GED, or equivalent.

• Basic to intermediate computer proficiency.

• Strong written and verbal communication skills.

• Good typing and data-entry abilities.

• Strong attention to detail.

• Good organizational and time-management skills.

• Ability to work with spreadsheets, email, documents, and online systems.

• Ability to communicate professionally with customers.

• Ability to follow established procedures.

• Ability to manage multiple responsibilities.

• Ability to work independently in a remote environment.

• Responsible approach to confidential information.

Previous experience in customer service, administration, data entry, customer operations, virtual assistance, or office support is beneficial but may not be required.

Preferred Skills

Experience or familiarity with the following is advantageous:

• CRM systems

• Customer-support or ticketing platforms

• Microsoft Word, Excel, and Outlook

• Google Docs, Sheets, Drive, and Gmail

• Database-management systems

• Digital document-management platforms

• Cloud-based business applications

• Remote collaboration tools

Key Competencies

Customer Focus: Ability to provide professional and helpful support while maintaining a positive customer experience.

Administrative Organization: Ability to manage records, requests, documents, and administrative responsibilities efficiently.

Attention to Detail: Ability to identify errors, missing information, and inconsistencies.

Data Accuracy: Commitment to maintaining complete and reliable customer and business records.

Communication: Ability to communicate clearly and professionally with customers and colleagues.

Time Management: Ability to prioritize assignments and meet deadlines.

Problem Solving: Ability to assess routine issues and determine when additional assistance is required.

Confidentiality: Ability to handle sensitive information responsibly.

Reliability: Consistent attendance, responsiveness, and completion of assigned work.

Adaptability: Willingness to learn new systems, processes, and procedures.

Confidentiality & Data Protection

The Customer Operations Administrative Specialist may have access to confidential customer and company information. Employees must protect sensitive data, use only approved company systems, maintain secure login credentials, and follow established privacy and information-security procedures.

Confidential information must never be disclosed to unauthorized individuals. Any suspected security or privacy incidents should be reported promptly.

Applicable privacy and data-protection requirements, including GDPR requirements where relevant, must be followed.

Remote Work Expectations

The successful candidate will be expected to:

• Maintain reliable internet access during scheduled working hours.

• Remain available through designated communication channels.

• Maintain dependable attendance and punctuality.

• Manage assigned responsibilities independently.

• Prioritize work according to deadlines and operational needs.

• Attend required virtual meetings and training sessions.

• Communicate promptly about delays or technical issues.

• Maintain a professional remote workspace.

• Follow company remote-work and information-security procedures.

Performance Expectations

Performance may be evaluated based on:

• Quality of customer support.

• Accuracy of customer and administrative records.

• Timeliness of assigned tasks.

• Data-entry accuracy.

• Quality of CRM updates.

• Responsiveness to customer and internal requests.

• Organization of documentation.

• Appropriate escalation of issues.

• Professional communication.

• Compliance with company procedures.

• Reliability and remote-work performance.

The role emphasizes accuracy, customer service, organization, professionalism, responsiveness, and reliability.

Ideal Candidate

The ideal candidate is professional, organized, customer-focused, and detail-oriented. They are comfortable working with computers and digital information, communicate clearly, and can manage administrative responsibilities without constant supervision.

Successful candidates will demonstrate reliability, accuracy, good judgment, adaptability, and a willingness to learn new systems and processes.

What PulseMediaNL Offers

Depending on the final employment arrangement, PulseMediaNL may offer:

• Fully remote work opportunities.

• Full-time or part-time schedules where available.

• Structured onboarding and training.

• A professional remote working environment.

• Opportunities to develop customer-service and administrative skills.

• Experience with modern digital business systems.

• Ongoing guidance and performance feedback.

• Opportunities for increased responsibilities based on performance.

How to Apply

Interested candidates should submit an up-to-date CV/resume and a brief introduction explaining their interest in the Customer Operations Administrative Specialist position.

Applicants are encouraged to highlight relevant skills or experience involving customer service, administration, data entry, CRM systems, email support, spreadsheet management, document processing, Microsoft Office, Google Workspace, or remote work.

Entry-level candidates are encouraged to apply if they demonstrate strong communication, computer proficiency, attention to detail, organization, reliability, and a willingness to learn.