We are seeking a Freelance Consultant Assistant who combines consulting expertise with sales support skills, delivering comprehensive relocation solutions that enhance our clients’ experience and contribute to the company’s growth.
Position Overview
The Freelancer Consultant Assistant provides comprehensive administrative and operational support to independent freelance consultants who deliver consulting sessions to clients generated by the company.
This role ensures smooth execution of all back-office tasks—including scheduling, CRM updates, documentation, proposals, agreements, and billing follow-ups—allowing the freelance consultant to focus solely on client consultations, qualification, and deal closing.
The Freelancer Consultant Assistant is not involved in consulting calls, sales conversations, or qualification tasks.
Instead, they handle all supporting activities required to professionally manage clients, documentation, and workflows.
Important Notice
All positions advertised represent planned recruitment needs and may not be immediately available. They are expected to open during the upcoming period. The publication of these vacancies does not constitute a binding offer of employment at the present time.
Responsibilities
- Scheduling & Calendar Coordination: Manage the consultant’s agenda, book and confirm client appointments, send reminders, and handle rescheduling.
- Client Communication & Administrative Support: Communicate with clients before and after sessions, share documentation and instructions, and maintain a professional communication style aligned with company identity.
- CRM Data Management: Update client records, track deal progress, maintain accurate notes and documentation, and prepare simple CRM reports.
- Documentation & Reporting: Draft meeting summaries and follow-up documents, organize contracts and files, and ensure accuracy across all administrative processes.
- Proposal & Agreement Preparation: Create proposals using company templates, add client-specific details, manage digital signatures, and track progress.
- Billing & Payment Follow-Up: Send invoices or payment links, follow up on overdue payments, coordinate with finance, and update CRM with billing status.
- Pre- & Post-Consultation Support: Prepare required files for sessions, provide clients with service-related materials, and clarify next steps after consultations.
- Service Handover Support: Coordinate with internal teams for smooth handover after sales, transfer client information, and track completion status.
Must Have
- Experience in administrative work, support roles, virtual assistance, or customer coordination.
- Excellent communication skills (written and verbal).
- Strong organizational and time-management abilities.
- Ability to work independently and handle multiple tasks simultaneously.
- Experience working with consulting, sales teams, or service-oriented environments is preferred.
- High professionalism, attention to detail, and confidentiality.
- Experience using CRM/ERP systems such as Odoo.
- Professional email handling, Administrative coordination and data management
- Documentation and reporting
- Customer-friendly communication
- Process-oriented thinking
Preferred Skills
- Master’s degree in Business Administration or related field.
- Experience in the relocation, recruitment, or professional services sectors.
- Multilingual capabilities (German /A1/- and English /B2 / required; additional languages an advantage).
- Knowledge of GDPR and data protection best practices.