Virtual Receptionist Part Time

Job type: Part-time

Location: Fully Remote

This individual will act as the first point of contact for all callers, ensuring that they receive top-tier service and are directed to the appropriate department. The receptionist will also act as a liaison between callers and management, making sure all issues are addressed promptly. This is a virtual position, and communication will be managed through dedicated channels.

The ideal candidate is someone who is extremely pleasant, has strong communication and listening skills, is a fast learner, and is comfortable multitasking in a dynamic environment. You will be the voice of the institution, ensuring smooth communication and stellar customer service.

Key Responsibilities:

• Answer All Incoming Calls: Handle all inbound calls to the institution, including inquiries from prospective students, current students, vendors, and external partners.

• Student Support: Act as the first point of contact for current and prospective students. Provide them with general program information, direct them to the appropriate advisor, or book appointments with Enrollment Advisors as necessary.

• Pre-Enrolling: Engage potential leads who call in asking for more information about the program. Guide them to book appointments with the Enrollment Advisors, providing an overview of the program and its benefits.

• Vendor & Partner Communications: Efficiently handle calls from vendors, sponsors, and other external partners. Forward necessary communications to the appropriate management personnel.

• Liaison Duties: Act as a liaison between callers and management, documenting important messages and directing them to the right department or individual through our dedicated internal communication channels.

• Scheduling Appointments: Coordinate schedules and book calls with the Enrollment Advisors using the internal CRM and scheduling system.

• Daily Call Reporting: Record details of each call, including the purpose and the outcome, and provide daily updates to management.

• Internal Communications: Regularly update the dedicated communication channel with real-time information regarding calls, appointments, or any issues that need attention.

• Problem Solving: Address and handle any basic inquiries or issues before escalating to management or relevant departments.

• Multitasking: Manage multiple calls and tasks simultaneously while ensuring the highest level of customer service.

Key Skills & Qualifications:

• Pleasant Demeanor: You’ll be the first point of contact for many; a positive, polite, and professional demeanor is a must.

• Excellent Communication Skills: Strong verbal communication skills with the ability to clearly articulate information and instructions.

• Active Listening: Ability to listen carefully to callers and accurately direct them to the appropriate department or solution.

• Customer Service-Oriented: A genuine desire to assist students, vendors, and partners with their questions, concerns, or requests.

• Organized & Detail-Oriented: Ability to keep detailed notes, schedule appointments accurately, and maintain thorough records of communications.

• Problem-Solving: Capable of handling basic questions and challenges on your own, and escalating more complex issues as needed.

• Fast Learner: Ability to quickly understand and convey information about the institution, programs, and services.

• Tech-Savvy: Comfortable using virtual communication tools such as Slack, HubSpot, Google Meet, and other CRM software for call logging and internal communications.

• Multitasking: Capable of managing multiple tasks and calls simultaneously, prioritizing effectively.

• Time Management: Ability to manage time effectively to ensure prompt handling of all tasks.

• Remote Work Discipline: Able to work autonomously, manage a virtual workspace, and be responsive during working hours.

Experience & Requirements:

• Previous experience in a receptionist, administrative, or customer service role is preferred.

• Experience working in a virtual or remote environment is a plus.

• Strong familiarity with CRM tools, phone systems, and scheduling software.

• Minimum Education: High school diploma or equivalent (required).

• Preferred Education: Associate’s or Bachelor’s degree in Business Administration, Communications, or related field.