Offer summary

Qualifications:

Proven experience as a virtual assistant or scheduler with strong organizational skills., Proficiency in scheduling and CRM systems, preferably GeoOp and Zoho CRM., Excellent communication skills, both written and verbal, with a strong command of English., Ability to multitask, prioritize effectively, and maintain a high level of attention to detail..

Key responsibilities:

Schedule appointments, meetings, and events using the client's scheduling system.

Manage email correspondence and phone calls, ensuring timely responses and message relay.

Act as a point of contact for clients, providing customer service and addressing inquiries.

Assist with administrative tasks, including data entry, document preparation, and maintaining digital files.

Job description

This is a remote position.

Job Specification

Job Summary:

We are seeking a highly organized and detail-oriented General Virtual Assistant with a strong background in scheduling, administrative support, and customer service. The ideal candidate will be proficient in using scheduling and communication tools, have the ability to analyze location and distance for efficient scheduling, manage emails and calls, and handle various office management duties. This role also includes real-time schedule adjustments, conflict resolution, and ensuring the smooth operation of our client's business.

Key Responsibilities:

Scheduling and Coordination:

Use of client’s scheduling system to schedule appointments, meetings, and events, ensuring optimal time and resource management, and assigning jobs to field staff based on availability, location, and skill set for maximum efficiency.
Regularly update and monitor job schedules to account for cancellations, changes, or urgent client requests.
Analyze locations and distances to plan efficient routes and schedules.
Coordinate with team members and clients to confirm appointments and availability.
Proactively resolve scheduling conflicts by coordinating with field staff and clients to minimize disruptions.

Administrative Support:

Perform general administrative tasks such as data entry, document preparation, and filing.
Manage email correspondence, prioritizing and responding to emails as needed.
Handle phone calls, both incoming and outgoing, and relay messages promptly.
Assist with the preparation of reports, presentations, and other business documents.
Organize and maintain digital files for easy accessibility.

Communication and Client Support:

Act as a point of contact for clients, providing excellent customer service and addressing inquiries in a timely manner.
Confirm job details and schedules with clients via phone calls or SMS.
Facilitate communication between team members and clients, ensuring clarity and efficiency.
Address and resolve scheduling-related concerns, escalating issues to the Operations Manager when necessary.

Miscellaneous Tasks:

Assist with special projects and tasks as assigned by management.
Continuously seek ways to improve processes and increase efficiency.

Experience:

Proven experience as a virtual assistant, Scheduler, or in a similar role.
Strong background in scheduling and the ability to analyze locations and distances for optimal planning.
Experience in administrative support and office management tasks.
Previous experience using GeoOp and Zoho CRM is highly preferred.

Skills:

Excellent organizational and time management skills.
Strong communication skills, both written and verbal.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other relevant software.
Ability to multitask and prioritize tasks effectively.
High level of attention to detail and accuracy.
Strong problem-solving and conflict-resolution skills in a fast-paced environment.

Personal Attributes:

Self-motivated with the ability to work independently and as part of a team.
Proactive and resourceful with strong problem-solving skills.
Professional demeanor with a customer-focused attitude.
Ability to treat the role with a business-owner mindset, ensuring high-quality service and efficiency.

Success Metrics (KPIs):

Customer satisfaction ratings
Number of appointments successfully scheduled and managed
Efficiency in updating and maintaining scheduling records in GeoOp.
Efficiency in managing and organizing digital files
CRM utilization and management effectiveness
Response time to client inquiries
Quality and timeliness of administrative support provided

Requirements and Qualifications:

Proficiency in using Job Management and CRM systems
Strong command of English, with an Australian accent, preferred
Self-sufficient and independent thinker
Self-starter with a proactive approach
Results-driven and people-oriented with excellent problem-solving abilities
Highly organized and detail-oriented
Ability to treat the role with a business-owner mindset
Experience in client-facing roles
Capability to set up and manage a phone system
Must be available during standard business hours (8 AM - 5 PM Australia time).

Key Responsibilities:

Provide exceptional customer service and admin support to the client and its clients
Manage CRM systems and ensure accurate and timely updates of customer information
Organize and maintain digital files, ensuring easy accessibility
Set appointments and manage scheduling efficiently
Communicate effectively with clients, emulating an Australian accent
Approach tasks with an independent and proactive mindset
Deliver results-driven support, treating the role as if managing your own business
Stay organized and maintain a high level of attention to detail
Set up and manage phone systems to enhance client communication