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)

• Schedule swim instructors across multiple Florida regions

• Ensure efficient route planning (minimize travel time between lessons)

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

• Make quick scheduling decisions in real-time

Customer Communication

• Answer inbound calls professionally

• Respond to parents via phone, SMS, and email

• Maintain a high-level customer service tone at all times

• Handle follow-ups and inquiries promptly

System & Admin Support

• Work within Go High Level (GHL) for:

  • Scheduling

  • Communication

  • Payments tracking

• Use internal app to manage operations

• Send messages, flyers, and updates to clients

Requirements (MUST-HAVES)

• 3-4+ years experience in admin, scheduling, or operations

• Strong English communication (spoken + written)

• Comfortable handling phone calls with US clients

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

• Highly tech-savvy and quick learner

• Strong organizational + problem-solving skills

Nice-to-Haves

• Familiarity with US geography (especially Florida)

• Experience with Go High Level (GHL)

• Customer service background (bonus if dealing with parents)

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

Not a Fit If:

• You need constant guidance or training

• You struggle with fast-paced environments

• You have a strong accent that may cause communication friction

• You are junior / entry-level

Growth Opportunity

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

• Opportunity to support a growing franchise network