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

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