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Job Title: Remote Administrative Assistant & Scheduling Coordinator (Part-Time)

 

About the Company:

Our client provides mobile optical services, including comprehensive eye exams and prescription eyewear, directly to clients in their homes, senior living communities, and assisted living facilities.

 

Job Description:

We are seeking a reliable, organized, and personable Remote Administrative Assistant & Scheduling Coordinator to support our growing mobile healthcare operation. This role combines administrative support, appointment scheduling, customer communication, CRM management, and light social media coordination.

The ideal candidate is an excellent communicator who enjoys interacting with clients, is highly organized, and can confidently represent our company over the phone and through digital communication channels.

 

Responsibilities of the role:

• Answer inbound calls through Google Voice.

• Make outbound calls to schedule appointments and confirm visits.

• Communicate professionally with patients, caregivers, and facility staff.

• Manage appointment calendars and coordinate scheduling logistics.

• Follow up with clients regarding upcoming and future appointments.

• Maintain accurate client records and documentation.

• Assist with data entry and administrative processes.

• Support the transition from spreadsheets to HubSpot CRM.

• Track client interactions, appointments, and follow-up activities within the CRM.

• Update and maintain HubSpot records.

• Monitor follow-up schedules and reminders.

• Help improve workflow efficiency and data organization.

• Post content across company social media platforms.

• Create simple video content using pre-existing photos, videos, and CapCut templates.

• Schedule and publish content according to company guidelines.

• Assist with maintaining an active online presence.

 

Required Experience and Qualifications:

• Strong spoken and written English communication skills.

• Clear speaking voice with the ability to communicate confidently over the phone.

• Excellent organizational and time-management abilities.

• Comfortable making outbound calls and interacting with clients.

• Proficiency with Google Workspace tools.

• Ability to work independently in a remote environment.

• Reliable internet connection and dedicated workspace.

 

Preferred Skills:

• Previous experience as a Virtual Assistant, Administrative Assistant, or Customer Service Representative.

• Experience with HubSpot or other CRM systems.

• Familiarity with social media management platforms.

• Experience using CapCut or similar video editing tools.

• Healthcare, medical office, or service-based business experience.

 

Personality:

• Friendly, outgoing, and engaging personality.

• Professional and confident communicator.

• Detail-oriented and proactive.

• Resourceful problem solver.

• Comfortable working in a fast-paced, growing business.

• Positive attitude and strong customer-service mindset.

 

Software & Tools:

• Google Workspace tools.

• HubSpot CRM.

• Social media management platforms.

• CapCut or similar video editing tools.

 

Schedule:

Flexible part-time hours

 

Salary and Benefits:

• Payment in USD or Local Currency according to candidate's preference.

• Full-time remote opportunity.