Office Administration Scheduling Assistant

Hrstalentsolutions; Port Macquarie; Remote; AUD 37,000 - 39,000; Full time

Job summary

Hrstalentsolutions is seeking a remote Availability Collection Assistant to gather participant availability, record responses in an online scheduling system, and flag conflicts for the final scheduler. This role emphasizes clear written communication and adherence to calendar rules.

Beginner-friendly with employer-provided training on calendar rules, scripts, and referral processes. Works remotely with flexible hours and standard email/web-calendar tools; strong attention to dates, time zones,

Qualifications

• Experience in customer service or office administration is useful but not required.

Responsibilities

• Send approved availability requests to contacts.
• Read replies and enter dates and restrictions precisely.
• Check if a proposed time is tentative or confirmed.
• Flag conflicts for the scheduler; do not resolve without authority.
• Ask for clarification when dates or time zones are unclear.
• Keep correspondence linked to the correct appointment record.
• Update a response tracker to show who has replied.
• Close outreach tasks when a participant declines further scheduling.

Skills

Customer Service

Office Administration

Written Communication

Time Zone Awareness

Tools

Email tools

Online calendars

Job description

Availability Collection Assistant

Office Administration | Availability Collection | Remote | Full-time or part-time | 26.50–28.25 per hour

Begin with the dates people can actually attend

Scheduling often fails when a team offers a time before it has collected the right preferences. This remote assistant role gathers availability from customers or participants, puts their responses into an online scheduling record, and highlights conflicts for the person who makes the final booking. You will help the process move forward without promising a slot that has not been approved.

One assignment might involve sending a standard message asking for two or three possible time windows. Another may involve reading a reply that says “any afternoon except Thursday” and entering that restriction accurately. If the calendar has no matching opening, tell the scheduler what the person supplied rather than inventing an alternative. If a participant changes their mind, update the same record and make the newer preference clear. Good office administration makes those small changes visible before a confirmation goes out.

You will use email and a web-based calendar or form. A large part of the job is written customer service: ask simple questions, acknowledge a reply, and avoid sending a string of near-identical reminders. You should follow the employer's contact frequency rules and preserve any request to use a particular communication channel. Time zones, date formats, and deadlines require attention, especially when a short message leaves room for misunderstanding.

Examples of daily tasks

• Send approved availability requests to an assigned contact list.
• Read replies and enter offered dates and restrictions precisely.
• Check whether a proposed time is tentative or already confirmed.
• Flag a conflict for the scheduler rather than resolving it without authority.
• Ask for clarification when “next Tuesday” or a time zone is unclear.
• Keep correspondence connected to the correct appointment record.
• Update a response tracker so the team knows who has replied.
• Close an outreach task when the person declines further scheduling.

You do not need previous scheduling employment. Customer service and office administration backgrounds are useful but optional; the company will teach its calendar rules, scripts, and referral process. A beginner who is comfortable with online forms and can keep dates straight should be able to learn the role. You will need reliable written communication and the judgment to ask before making a change that affects someone else's appointment.

The work is remote; a quiet home office or similarly private computer space helps when handling personal availability. The actual employer will confirm hours, equipment, and the level of direct contact expected.

Availability can change between the first message and the final booking. Date each response, check its time zone where relevant and keep the newest confirmed preference attached to the right person. If two participants cannot attend the same proposed slot, show the conflict to the scheduler rather than selecting a winner. A question about access needs or a different communication method should be sent to the appropriate coordinator. The assistant's part is gathering clear options and making them easy to compare; the authorised organiser chooses the actual appointment or meeting time.

Common scheduling details to preserve

• Dates a person can attend and dates they explicitly cannot.
• A stated time zone rather than an assumed local time.
• Whether a reply is a preference or a firm commitment.
• The channel the person used for the response.
• A request for clarification still awaiting an answer.
• The latest revision when availability changes.

The scheduler may be coordinating several people. A clean summary allows that person to compare options without reopening each email. If an offered window passes before a meeting is set, do not carry it forward automatically. Ask whether the person is still available according to the employer's instructions.