Virtual Assistant
Location: Remote , South Africa
Employment Type: Full-Time (Part-Time may be considered)
Hours: Flexible
Role Overview
This is a relationship-focused virtual assistant role centred on managing and improving an established client database. The position is not cold-calling or sales-driven; instead, it involves engaging with existing trade contacts such as interior designers, retailers, and industry professionals to validate information, maintain accurate records, and support ongoing communication.
You will play a key role in ensuring the integrity of client data, re-engaging dormant contacts, and supporting the smooth running of trade communications and systems.
Key Responsibilities
Client Database Management
Contact approximately 100 existing clients per day
Validate and update client records, including:
Company name
Contact person
Email address
Telephone number
Preferred communication method
Accurately update all information in the internal database system
Learn and manage backend system and website updates
Client Re-Engagement
Professionally reconnect with existing trade contacts
Identify correct decision-makers where required
Introduce or reintroduce trade access/login functionality
Confirm interest in receiving:
Trade price lists
Product updates
Promotional information
New collection announcements
Trade Account & Website Administration
Create and manage trade logins via backend systems
Set up new client trade accounts where requested
Maintain accurate and up-to-date client records
Client Communication
Share relevant trade materials and price lists via email
Record and manage client communication preferences (email, phone, WhatsApp)
Ensure clients receive a controlled frequency of updates (approximately 2–3 per month)
Maintain a professional and relationship-led communication style
Reporting
Provide daily activity updates to the internal team
Produce weekly reports covering:
Number of clients contacted
Records updated
Trade logins created
Price lists distributed
Active vs inactive clients
Key feedback and trends
Ideal Candidate Profile
Confident, professional, and comfortable communicating via phone and email
Strong interpersonal and relationship-building skills
Highly organised with excellent attention to detail
Self-motivated and able to work independently
Comfortable learning and using new systems and software
Strong written and spoken English
Preferred Experience
Background in customer service, virtual assistance, or client relationship management
Experience working with CRM systems or database management tools
Exposure to administrative or coordination-heavy roles
