Scheduling & Customer Support Virtual Assistant

Overview

Our client is a long-established (50+ years), Florida-based mobile swim school that schedules instructors across multiple regions.

We are seeking a highly organized, fast-paced, customer-focused Virtual Assistant to support scheduling, inbound communication, and operational coordination.

This role is not entry-level — the ideal candidate can think quickly, handle pressure, and operate independently without hand-holding.

Key Responsibilities

Scheduling & Coordination (CORE)

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  Schedule swim instructors across multiple Florida regions

  
  


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  Ensure efficient route planning (minimize travel time between lessons)

  
  


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  Understand territory logistics (Fort Lauderdale, Palm Beach, Orlando, etc.)

  
  


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  Make quick scheduling decisions in real-time

  
  

Customer Communication

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  Answer inbound calls professionally

  
  


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  Respond to parents via phone, SMS, and email

  
  


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  Maintain a high-level customer service tone at all times

  
  


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  Handle follow-ups and inquiries promptly

  
  

System & Admin Support

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  Work within Go High Level (GHL) for:

  
  
  
  
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    Scheduling

    
    
  
  
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    Communication

    
    
  
  
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    Payments tracking

    
    
  
  
  
  


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  Use internal app to manage operations

  
  


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  Send messages, flyers, and updates to clients

  
  

Requirements (MUST-HAVES)

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  3–4+ years experience in admin, scheduling, or operations

  
  


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  Strong English communication (spoken + written)

  
  


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  Comfortable handling phone calls with US clients

  
  


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  Ability to work fast under pressure (real-time scheduling)

  
  


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  Highly tech-savvy and quick learner

  
  


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  Strong organizational + problem-solving skills

  
  

Nice-to-Haves

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  Familiarity with US geography (especially Florida)

  
  


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  Experience with Go High Level (GHL)

  
  


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  Customer service background (bonus if dealing with parents)

  
  


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  Mature, relatable personality (e.g. can confidently handle “difficult” clients)

  
  

Not a Fit If:

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  You need constant guidance or training

  
  


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  You struggle with fast-paced environments

  
  


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  You have a strong accent that may cause communication friction

  
  


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  You are junior / entry-level

  
  

Growth Opportunity

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  High potential to move from Part-Time → Full-Time quickly

  
  


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  Opportunity to support a growing franchise network