[Hiring] Virtual Scheduler @Paired

Role Description

This role involves managing appointment scheduling, coordinating client communications, and ensuring smooth calendar operations.

• Schedule, reschedule, and cancel appointments based on client and team availability
• Manage calendars for one or multiple team members, ensuring no conflicts or double-bookings
• Send appointment confirmations, reminders, and follow-up communications
• Coordinate scheduling across different time zones when necessary
• Serve as the primary point of contact for scheduling inquiries via phone, email, and/or chat
• Respond promptly and professionally to client scheduling requests
• Handle last-minute changes, cancellations, and urgent scheduling needs with grace and efficiency
• Maintain a friendly, helpful tone in all client interactions
• Maintain accurate records of appointments and client interactions in scheduling software/CRM
• Prepare daily/weekly schedule summaries for relevant team members
• Coordinate logistics for virtual or in-person appointments (sending meeting links, addresses, etc.)
• Flag scheduling conflicts or issues proactively and propose solutions
• Follow established scheduling protocols and standard operating procedures
• Identify opportunities to improve scheduling efficiency and client experience
• Ensure all scheduling data is up-to-date and organized
• Assist with other administrative tasks as needed to support team operations

Qualifications

• 2+ years of experience in scheduling, administrative support, customer service, or related roles
• Strong verbal and written communication skills in English (mild accent acceptable)
• Excellent organizational skills and attention to detail
• Ability to manage multiple calendars and competing priorities simultaneously
• Comfortable using scheduling software, calendar tools (Google Calendar, Outlook, Calendly, etc.), and CRM systems
• Professional phone manner and customer service mindset
• Reliable high-speed internet connection and professional home office setup
• Ability to work US business hours
• Comfortable working independently in a remote setting
• Must be available for video calls and team meetings as needed
• Proactive and solution-oriented approach to problem-solving
• Calm under pressure when handling last-minute changes or urgent requests
• Strong interpersonal skills and ability to build rapport with clients
• Dependable, punctual, and committed to meeting deadlines
• Quick learner who adapts easily to new tools and processes

Requirements

• Experience scheduling for service-based businesses (healthcare, beauty, wellness, consulting, etc.)
• Familiarity with appointment scheduling platforms (Acuity, Calendly, SimplyBook.me, Jane App, etc.)
• Experience working remotely for US-based companies
• Bilingual (English/Spanish) is a plus but not required
• Based in Latin America for optimal timezone alignment

What We're Looking For

• Communicates clearly and professionally in English, both verbally and in writing
• Can handle scheduling logistics independently without constant supervision
• Stays organized even when managing a high volume of appointment requests
• Treats every client interaction as an opportunity to provide excellent service
• Takes ownership of the scheduling function and proactively addresses issues

What Success Looks Like in This Role

• Calendars are accurately maintained with minimal conflicts or errors
• Clients receive timely responses to scheduling requests (within 2-4 business hours)
• Appointment confirmations and reminders are sent consistently
• Team members have clear visibility into their schedules
• Last-minute changes and urgent requests are handled smoothly
• Scheduling processes run efficiently with minimal need for intervention

Benefits

• Remote Working for US Company
• Exposure to new technology & trend
• Competitive Salary