Virtual Receptionist and Scheduling Coordinator

Cleardeskconnect; United States; Remote; USD 42.000 - 64.000; Vollzeit

Benefits dieser Stelle

Prepaid HMO coverage

Zusammenfassung

ClearDesk is hiring a Virtual Receptionist & Scheduling Coordinator to support a growing wellness practice. You will own routing calls, booking appointments, and guiding clients through the scheduling process with empathy and accuracy.

Work from a remote setup with a US time-zone schedule, using approved scripts and tools to ensure consistent, high-quality client experiences. You’ll document interactions and follow through on follow-ups and payments when needed.

Qualifikationen

• Experience in customer service, scheduling, or front desk roles.
• Ability to follow scripts, verify details, and stay organized.
• Comfort with learning new scheduling software and tools.

Aufgaben

• Answer calls professionally and guide clients through booking.
• Convert inquiries into appointments and manage calendar efficiency.
• Document communication accurately in the project system and follow up.

Kenntnisse

Phone etiquette

Scheduling

Customer service

Admin support

Wellness industry

Tools

Scheduling platforms

Phone systems

Project management tools

Jobbeschreibung

Virtual Receptionist and Scheduling Coordinator

Remote Philippines Team 2

About this role

Are you the kind of person who stays calm on a busy phone line, keeps a calendar running like clockwork, and makes every client feel heard? Can you turn an inquiry into a confirmed appointment, catch the small details others miss, and follow through without being asked twice? If you thrive on structure, take pride in accuracy, and want to be the welcoming first voice of a growing wellness practice, this opportunity could be the perfect fit for you.

Our Story Starts with People Like You

The two founders, best friends, were running businesses that needed great talent fast. So, they started building remote teams across countries like the Philippines, Colombia, and India. Not only did it work, it thrived. They realized that talent isn’t limited by geography. With today’s technology and high-speed internet, we’re able to build high-performing global teams that support businesses across the U.S. So ClearDesk was born.

Today, ClearDesk helps U.S. businesses grow by building world-class remote teams. We don’t just connect talent; we manage the entire experience, from recruiting to retention. And while we help clients thrive, we also stay deeply committed to helping our remote team members build real, lasting careers that support their lives and their families.

That’s where you come in.

The Role: Virtual Receptionist & Scheduling Coordinator

Imagine being the first point of contact and the operational backbone behind a busy wellness practice. Every call you answer, every appointment you book, and every follow-up you complete helps clients feel cared for and keeps the practice running smoothly.

You’re not just answering phones. You’re guiding clients through the booking process, keeping the schedule efficient, documenting every interaction, and making sure nothing falls through the cracks. From confirming new bookings to following up on recommended care plans, your work directly shapes the client experience and the practice’s success.

You thrive on routine and precision, communicate with warmth and professionalism, and solve problems before they reach the owner’s desk. Whether you’re returning a missed call, optimizing a calendar, or posting to social media, you bring reliability, empathy, and follow-through to everything you touch.

What Your Days Might Look Like:

• Answer incoming calls professionally and guide clients through the booking process using approved scripts.
• Convert inquiries into confirmed appointments and make the most of every booking opportunity.
• Handle inbound and outbound calls, voicemails, missed calls, texts, and follow-ups through the business phone system.
• Document all client communication accurately in the project management system, including outcomes, timestamps, and follow-up actions.
• Review new bookings daily and verify details with clients before confirming appointments.
• Manage and optimize the scheduling calendar to group appointments efficiently and minimize gaps.
• Review practitioner notes to identify follow-up needs, scheduling instructions, and package opportunities.
• Reach out to clients who need help scheduling follow-up sessions or booking recommended packages.
• Confirm that new client intake forms and waivers are completed before appointments.
• Process payments by phone, confirm pricing, and send receipts through the booking platform.
• Collect and verify accurate contact, billing, and appointment preference information.
• Send appointment confirmations, location details, and new client information after booking.
• Monitor the business email inbox and flag important messages to the owner with brief summaries.
• Send the owner a short booking recap after each confirmed appointment.
• Maintain an End of Day report covering bookings, phone activity, follow-ups, and tasks completed.
• Transcribe voicemails manually and log all missed calls, texts, and messages.
• Use internal guides and SOPs to answer client questions independently before escalating.
• Complete daily social media tasks, including story posts, likes, and comments, using approved content.
• Ensure all calls are returned, notes updated, and follow-ups completed before logging off.

Who We Think Will Thrive in This Role:

You have excellent phone and written communication skills, with a calm, reassuring, and empathetic tone.

You have experience in customer service, scheduling, front desk, or administrative support, ideally in healthcare, wellness, or a service-based business.

You are highly detail-oriented and verify pricing, dates, times, services, and locations before confirming anything.

You can follow established scripts, policies, and procedures exactly as written.

You know when to handle an issue yourself and when to elevate, such as payment, safety, legal, or policy concerns.

You’re comfortable learning new software such as scheduling platforms, phone systems, and project management tools.

You are willing to work in a US time zone schedule.

You can secure the required technical setup, including:

• At least a 720p HD webcam
• A primary internet connection of at least 25 Mbps
• A backup laptop, backup internet device, and backup power source
• A main computer with at least Intel Core i5 (or equivalent) and 8 GB RAM
• A backup computer with at least Intel Core i3 and 4 GB RAM

Why ClearDesk?

Because we believe work should be meaningful, even from home.

At ClearDesk, you’ll work with clients who respect your time and value your skills. You’ll join a remote-first team that genuinely supports you, and you’ll see the impact of your work in real, tangible ways that matter to the people you work with.

We don’t just want you to do your job. We want you to grow with us, stay with us, and feel proud of the difference you’re making.

Here’s what you can expect from us:

• We pay you fairly and on time
• We provide prepaid HMO coverage for your peace of mind
• We help you grow with tools, training, and honest feedback
• We celebrate your wins
• And above all, we actually care