[Hiring] Waitlist Administration Assistant @HRS Talent Solutions

Role Description

The Cancellation Waitlist Assistant contacts people according to an approved order and records their responses so a scheduler can confirm the booking. The position is remote and uses online calendars and written messages. It does not authorize you to promise a slot to several people at once or override the employer's priority rules.

• Review an assigned online waitlist and an approved new opening.
• Check service type, appointment length, and contact order.
• Send the authorized offer or availability question.
• Record accepts, declines, and unanswered contacts with the correct time.
• Avoid contacting more people than the process permits for one slot.
• Refer complex scheduling or accessibility questions to the scheduler.
• Keep the final confirmation separate from a tentative response.

Previous scheduling experience is helpful, but not required. A background in customer service or office administration can transfer, and a beginner with careful time management can learn the system. Training will cover the waitlist rules, scripts, calendar, and escalation process. You should be comfortable tracking an offer's expiry and checking that the current slot still exists before sending another message.

A quiet home office or another private space is useful for appointment details. The hiring company will confirm its hours and systems.

• A slot has opened, but no contact has been made.
• A person has received a tentative offer and has time to respond.
• An offer expired without a reply.
• A person declined and another contact may be approached.
• A person accepted, but the scheduler has not confirmed the booking.
• A final confirmation has been sent through the approved channel.

The list may be long, but it should never become a race to send the same opportunity to everyone. Follow the sequence and the response window. If someone writes after an offer expires, acknowledge their interest and ask the scheduler what can still be offered. Preserve the timing of messages so the decision is understandable. This role rewards steady tracking and considerate wording when a preferred appointment is no longer available.

If the appointment requires a particular preparation period, let the scheduler decide whether a newly opened time can be offered. Do not infer eligibility from a person's position on the list alone. The supplied rules determine which candidate can be contacted.

A cancellation does not automatically mean the first name on a list has an appointment. Check the confirmed vacancy, the waitlist rules and any time limit for an offer before contacting someone. Keep the offered slot pending while the selected person has a valid chance to respond. If they decline or do not answer under the approved procedure, record that outcome before moving to the next person. Customer service is needed for clear messages; office administration keeps the sequence and timing fair and traceable.

Qualifications

• Experience coordinating people's availability or following an ordered list fairly.
• Ability to keep everyone from receiving conflicting information.

Requirements

• Comfortable tracking an offer's expiry.
• Ability to check that the current slot still exists before sending another message.

Company Description