Role Summary
We are seeking a full-time Virtual Receptionist & Scheduling VA to serve as the front-line contact for Melt Body Health. This role is responsible for managing client bookings, responding to inbound leads, calling existing clients, and maintaining full and accurate schedules for multiple estheticians.
This position is high-touch and client-facing. The VA will be the first impression of the brand, speaking directly with clients by phone and message, converting leads into booked appointments, and keeping the clinic’s schedule optimized and full.
Primary Responsibilities
Client Communication & Booking
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Answer and respond to inbound leads from Facebook ads and messaging platforms
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Call new leads and existing clients to book appointments
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Call past clients (e.g., 6 months inactive) to re-engage and rebook
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Confirm appointments and fill gaps in the daily schedule
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Speak professionally, clearly, and confidently in English
Scheduling & Calendar Management
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Manage calendars for all estheticians
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Optimize daily schedules to maximize bookings
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Monitor cancellations, no-shows, and reschedule as needed
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Keep schedules clean, organized, and fully booked
Lead Management
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Respond to leads quickly from advertising campaigns
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Qualify clients and schedule them appropriately
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Track follow-ups and ensure no lead goes unanswered
Administrative Support
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Maintain client records
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Log appointments, updates, and follow-ups
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Coordinate daily clinic flow behind the scenes
Required Skills & Experience
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Experience as a Virtual Receptionist, Medical Office VA, Clinic Scheduler, or Customer Service VA
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Strong spoken and written English
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Comfortable making outbound calls
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Experience booking appointments or managing schedules
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Confident, friendly, and professional phone presence
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Detail-oriented and organized
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Able to multitask in a fast-paced clinic environment
Preferred Background
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Experience in:
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Aesthetics clinics
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Medical or wellness practices
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Beauty, spa, or healthcare booking environments
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Familiarity with:
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CRM or booking software
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Facebook Messenger leads
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Communication
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Daily communication via WhatsApp
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End-of-day reports sent via email
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Regular check-ins
Work Schedule
Split shift (EST):
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8:00 AM – 1:00 PM
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5:00 PM – 8:00 PM
Total: 8 hours per day / Full-time