[Hiring] Receptionist / Admin VA @Hunt St

Role Description

We are looking for a professional, dependable, and highly organised Reception / Admin VA to manage inbound calls, appointment changes, emails, invoicing, order processing, and general administration. As a key point of contact for clients, you will need strong spoken English, a warm and professional phone manner, excellent attention to detail, and the reliability to consistently deliver a responsive and organised client experience.

Key Responsibilities

• 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

Qualifications

• 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

Preferred Experience

• 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

Work Arrangement & Expectations

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