Receptionist / Admin VA (031-1306)

​​Looking for Philippines-based candidates

• →Answer, monitor, and manage inbound phone calls professionally and promptly
• →Serve as a friendly and professional first point of contact for clients
• →Assist clients with appointment enquiries, rescheduling, and other general requests
• →Monitor and respond to incoming emails in a timely and professional manner
• →Maintain accurate appointment and client information within the practice management system
• →Prepare and manage client invoicing and related administrative records
• →Process client orders and coordinate with the practice's external/drop-ship supplier
• →Follow up on administrative matters as required to ensure requests are completed accurately and on time
• →Maintain accurate records and update internal systems and trackers
• →Prepare routine administrative and operational reports
• →Support the smooth day-to-day running of the practice's remote reception function
• →Coordinate with practitioners and other team members regarding client enquiries and administrative requirements
• →Identify and escalate urgent or sensitive client matters to the appropriate team member
• →Assist with other general administrative duties as required

• Previous experience in a receptionist, customer service, administrative assistant, virtual receptionist, or similar client-facing role
• Excellent spoken and written English, with clear pronunciation and a neutral, easy-to-understand accent suitable for frequent phone communication with Australian clients
• Strong professional phone manner and confidence handling a high volume of inbound client interactions
• Excellent attention to detail and a high level of accuracy when managing appointments, invoices, orders, and client information
• Strong organisational and time-management skills, with the ability to manage multiple administrative tasks throughout the day
• Dependable and consistent, with a strong sense of ownership and accountability
• Comfortable communicating with clients by 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
• Able to follow established processes while using good judgement when handling client enquiries
• Discreet and professional when working with confidential or sensitive client information
• Ability to work independently in a remote environment while maintaining regular communication with the wider team
• Reliable high-speed internet connection and a professional, quiet home working environment suitable for handling inbound calls throughout the workday

• Previous reception or administrative experience within a healthcare, allied health, wellness, medical, or professional services environment
• Experience managing appointment schedules or using practice management/booking software
• Experience processing invoices, payments, or customer orders
• Previous experience supporting Australian clients or businesses
  

This is a remote role that will be set up via an Employer of Record (EOR) service.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile