Receptionist – Admin VA

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Professionally and promptly answer, monitor, and manage incoming phone calls.

• Act as a welcoming and professional initial point of contact for clients.

• Assist clients with inquiries regarding appointments, rescheduling, and other general requests.

• Timely and professionally monitor and respond to incoming emails.

• Ensure accurate appointment and client information is maintained in the practice management system.

• Prepare and handle client invoicing along with related administrative records.

• Process client orders and collaborate with the practice’s external/drop-ship supplier.

• Follow up on administrative tasks to guarantee that requests are completed correctly and on schedule.

• Keep precise records and update internal systems and trackers.

• Generate routine administrative and operational reports.

• Facilitate the smooth day-to-day operations of the practice’s remote reception function.

• Coordinate with practitioners and other team members concerning client inquiries and administrative needs.

• Identify and escalate urgent or sensitive client issues to the appropriate team member.

• Provide support with additional general administrative duties as needed.

⛳️ Requirements

• Prior experience in a receptionist, customer service, administrative assistant, virtual receptionist, or similar client-facing role.

• Exceptional spoken and written English skills, with clear pronunciation and a neutral, easily understandable accent suitable for frequent phone communication with Australian clients.

• Strong professional phone etiquette and confidence in handling a high volume of incoming client interactions.

• Excellent attention to detail and a high level of accuracy when managing appointments, invoices, orders, and client information.

• Strong organizational and time-management abilities, with the capacity to manage multiple administrative tasks throughout the day.

• Dependable and consistent, demonstrating a strong sense of ownership and accountability.

• Comfortable communicating with clients via phone and email in a warm, professional, and helpful manner.

• Ability to learn and confidently navigate practice management software and other internal systems.

• Comfortable working with invoicing, order processing, spreadsheets, and general administrative systems.

• Capable of following established processes while exercising good judgment when addressing client inquiries.

• Discreet and professional when handling confidential or sensitive client information.

• Ability to work independently in a remote environment while maintaining regular communication with the broader team.

• Reliable high-speed internet connection and a professional, quiet home working environment suitable for managing inbound calls throughout the workday.

• Preferred prior reception or administrative experience within a healthcare, allied health, wellness, medical, or professional services setting.

• Experience managing appointment schedules or utilizing practice management/booking software is preferred.

• Experience in processing invoices, payments, or customer orders is preferred.

• Previous experience supporting Australian clients or businesses is preferred.

• Must disclose any ongoing roles or client work.

• Must reflect this engagement on LinkedIn.

🏝️ Benefits

• 100% remote work from home.

• Formal employment through an Employer of Record (EOR) arrangement.