Virtual Receptionist

The Virtual Receptionist is responsible for providing professional and courteous support to clients, customers, and internal staff by managing incoming calls, emails, and other communications. This role ensures smooth daily operations by scheduling appointments, handling inquiries, and maintaining records remotely. The ideal candidate is highly organized, has excellent communication skills, and can manage multiple tasks efficiently in a virtual environment.

Key Responsibilities :

Answer and direct incoming phone calls, emails, and online inquiries in a professional and timely manner.

Schedule, reschedule, and confirm appointments and meetings using company software or calendars.

Maintain client and contact databases with accurate and up-to-date information.

Provide information to clients and customers regarding services, policies, and procedures.

Screen calls and messages, prioritizing urgent matters for management.

Assist with administrative tasks such as document preparation, data entry, and reporting.

Handle customer complaints or issues and escalate when necessary.

Support team members with virtual coordination of projects and tasks.

Maintain confidentiality of sensitive information.

Perform other administrative duties as assigned.

Qualifications :

Proven experience as a receptionist, virtual assistant, or in a similar administrative role.

Excellent verbal and written communication skills.

Strong organizational and time-management abilities.

Proficiency with office software (Microsoft Office, Google Workspace) and virtual communication tools (Zoom, Slack, Teams).

Ability to work independently and handle multiple tasks efficiently.

Professional and friendly demeanor with strong customer service skills.

Reliable internet connection and a suitable home office setup.

Preferred Skills :

Familiarity with CRM systems and appointment scheduling software.

Experience in handling confidential client information.

Multilingual abilities (depending on client needs).

Working Conditions :

Fully remote / virtual position.

Flexible work hours may be required depending on client needs.

Occasional participation in virtual meetings or training sessions.

Reporting :

Reports to the Office Manager, Operations Manager, or assigned supervisor.

Preferred qualifications :

• Legally authorized to work in the United States
• 21+ years or older