Virtual Receptionist
Virtual Receptionist
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$ 19 - 34
1 Vacancy
Job Description
This is a remote position.
Job Title: Virtual Receptionist
Job Overview:
We are seeking a highly skilled and organized Virtual Receptionist to join our team. As a key member of our administrative support team you will be responsible for handling a variety of customer service tasks from answering incoming calls to managing appointments and assisting clients with inquiries. The ideal candidate will possess excellent communication skills a professional demeanor and the ability to juggle multiple responsibilities in a fastpaced virtual work environment.
Key Responsibilities:
Client Communication & Call Management:
- Answer incoming calls in a timely and professional manner directing calls to the appropriate departments or personnel.
- Screen and prioritize calls ensuring urgent matters are handled efficiently while maintaining excellent customer service standards.
- Manage voicemails returning messages promptly and following up on client inquiries as needed.
- Respond to emails chat messages and online inquiries with accurate and relevant information.
- Answer incoming calls in a timely and professional manner directing calls to the appropriate departments or personnel.
Appointment Scheduling & Calendar Management:
- Coordinate and schedule appointments meetings and events ensuring proper time management and minimizing scheduling conflicts.
- Manage multiple calendars confirming appointments with clients and notifying the appropriate team members of any changes.
- Assist clients with rescheduling or canceling appointments ensuring a smooth and efficient process.
- Coordinate and schedule appointments meetings and events ensuring proper time management and minimizing scheduling conflicts.
Administrative Support:
- Perform general administrative duties such as data entry filing and managing documents in a digital format.
- Prepare proofread and edit communications including emails letters and reports maintaining a high level of professionalism.
- Maintain confidentiality of sensitive client and business information always.
- Perform general administrative duties such as data entry filing and managing documents in a digital format.
Customer Service & Problem Resolution:
- Address client concerns or complaints in a calm and professional manner resolving issues or escalating them as necessary.
- Provide information on company products services and policies offering solutions that align with client needs.
- Follow up with clients to ensure satisfaction and ensure all questions or issues are properly addressed.
- Address client concerns or complaints in a calm and professional manner resolving issues or escalating them as necessary.
Technology & Tools Proficiency:
- Utilize various cloudbased communication tools CRM systems and appointment scheduling software to manage client interactions and internal workflows.
- Operate office equipment and virtual platforms (Zoom Google Meet etc. to facilitate smooth communication.
- Regularly update and maintain client records and other data in the system ensuring accurate and uptodate information.
- Utilize various cloudbased communication tools CRM systems and appointment scheduling software to manage client interactions and internal workflows.
Collaboration & Team Support:
- Collaborate with internal teams to provide seamless service and maintain the smooth functioning of the office.
- Assist with special projects and ad hoc tasks as requested by the Operations Manager or other senior team members.
- Collaborate with internal teams to provide seamless service and maintain the smooth functioning of the office.
Process Improvement:
- Identify areas for improvement in reception workflows and customer service processes offering constructive suggestions for enhancement.
- Stay updated on the latest technologies and best practices in virtual reception services recommending tools that enhance productivity and efficiency.
- Identify areas for improvement in reception workflows and customer service processes offering constructive suggestions for enhancement.
Required Skills & Qualifications:
Experience:
- At least 2 years of experience as a receptionist customer service representative or in an administrative support role (virtual receptionist experience is highly preferred).
- Proven track record of handling high call volumes and managing client interactions effectively.
- At least 2 years of experience as a receptionist customer service representative or in an administrative support role (virtual receptionist experience is highly preferred).
Technical Skills:
- Proficiency in Microsoft Office Suite (Word Excel Outlook) and Google Workspace (Docs Sheets Calendar).
- Familiarity with CRM systems virtual scheduling tools (e.g. Calendly Acuity) and call management software.
- Comfort with operating virtual meeting platforms such as Zoom Microsoft Teams or Google Meet.
- Proficiency in Microsoft Office Suite (Word Excel Outlook) and Google Workspace (Docs Sheets Calendar).
Communication Skills:
- Excellent verbal and written communication skills with a strong focus on clarity and professionalism.
- Ability to remain calm polite and respectful while handling a variety of customer service situations.
- Excellent verbal and written communication skills with a strong focus on clarity and professionalism.
Organizational Skills:
- Strong multitasking abilities with the capacity to handle a wide range of duties without compromising quality.
- Attention to detail with a high degree of accuracy in data entry calendar management and client communication.
- Strong multitasking abilities with the capacity to handle a wide range of duties without compromising quality.
ProblemSolving:
- Ability to handle difficult situations with tact and diplomacy ensuring client satisfaction.
- Resourceful and proactive in managing time and tasks effectively.
- Ability to handle difficult situations with tact and diplomacy ensuring client satisfaction.
Adaptability:
- Comfortable working in a fastpaced remote environment with flexibility in handling changing priorities.
- Quick to learn new software tools and systems as needed.
- Comfortable working in a fastpaced remote environment with flexibility in handling changing priorities.
Availability:
- Flexibility to work across varying shifts including evenings and weekends if required.
- Ability to work independently with minimal supervision while adhering to company policies and procedures.
- Flexibility to work across varying shifts including evenings and weekends if required.
Preferred Qualifications:
- Experience in a customerfacing industry such as healthcare legal or real estate.
- Bilingual proficiency (English and another language) is a plus.
- Certification in customer service or administrative support is a plus.
Benefits:
- Competitive salary commensurate with experience.
- Flexible working hours and remote work.
- Opportunity for growth and professional development.
- Access to training and career advancement opportunities.
data entry, Receptionist
Employment Type
Full Time
