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Full job description
Key Responsibilities
- Serve as the main point of contact for clients scheduling, rescheduling, or cancelling appointments via phone, email, text, or online systems.
- Manage the appointment calendar, ensuring time slots are accurately booked and updated in real time.
- Confirm upcoming appointments with clients through reminder calls, emails, or text messages as required.
- Collect and verify client information prior to scheduled appointments (e.g., contact details, basic intake information, necessary documentation).
- Coordinate with internal staff (such as project managers, agents, providers, or service teams) to ensure they have the correct information and preparation for each appointment.
- Identify urgent or high-priority appointment requests and flag them appropriately for immediate attention.
- Maintain accurate records of client interactions, appointment notes, and follow-up actions in the company’s CRM or scheduling software.
- Handle basic client inquiries about services, availability, and appointment procedures, routing more complex questions to the appropriate team member.
- Monitor cancellations and no-shows, and proactively reach out to clients to reschedule as needed.
- Support outbound calling campaigns to schedule new appointments from lead lists, referrals, or marketing inquiries.
- Provide a courteous, professional client experience at all times, maintaining a positive, solution-focused attitude.
- Assist with general administrative tasks such as updating spreadsheets, preparing simple reports, or sending standard follow-up communications.
Qualifications
- High school diploma or equivalent required; bachelor’s degree is preferred but not mandatory.
- Previous experience in customer service, reception, call center, scheduling, or administrative support is an asset but not required for strong entry-level candidates.
- Strong verbal and written communication skills with a professional, friendly tone.
- Excellent organization and time-management; able to manage multiple appointments, priorities, and deadlines.
- High attention to detail and accuracy when entering or updating client information.
- Ability to remain calm and courteous under pressure, especially when handling schedule changes or client concerns.
- Basic proficiency with computers and common office software (email, calendar tools, spreadsheets, and/or CRM or scheduling platforms).
- Ability to learn new systems and processes quickly.
- Reliable, punctual, and able to work independently with minimal supervision.
- Discretion and respect for client confidentiality and company policies.
Job Type: Full-time
Pay: $28.99 – $33.68 per hour
Benefits:
- Health insurance
Work Location: Remote
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