Customer Service Virtual Assistant

Job Summary:
We're putting out a call for a reliable and personable Customer Service and Appointment Setting Specialist to support a busy youth athletic training facility. As the first point of contact for member inquiries, you'll handle requests, book sessions, and keep our client records organized and current. The right match is highly organized, communicates clearly and warmly, and is comfortable working in CRM and scheduling systems every day.

Key Responsibilities:

• Reply to member inquiries and requests promptly and professionally
• Book, reschedule, and confirm training session appointments
• Manage and update lead and member records in the CRM
• Follow up with leads and members to keep the pipeline moving and reduce no-shows
• Support new member onboarding by collecting their information and setting them up in the system
• Escalate requests that need coaching or management input to the internal team
• Maintain accurate, well-organized data across scheduling and CRM platforms
• Assist with general administrative tasks that keep daily operations running

Mandatory Skills:

• Proven experience in customer service, client support, or appointment setting
• Hands-on experience with a CRM platform (GoHighLevel strongly preferred)
• Excellent written and spoken English with a friendly, professional tone
• Strong organizational skills and close attention to detail in record keeping
• Ability to prioritize and handle a high volume of inquiries while staying accurate
• Comfortable learning new software quickly
• Attentive, conscientious, and independent
• Strong communication skills and good judgment on when to escalate an issue

Preferred Skills:

• Experience with Mindbody or similar booking and membership management software
• Background in fitness, sports, wellness, or membership-based businesses
• Confidence handling outbound and inbound client phone calls
• Experience supporting a service business with recurring appointments
• Ability to keep several requests and priorities moving at once
• Familiarity with basic lead management and follow-up sequences

Why Join Us:
This is a strong opportunity to become the friendly, dependable voice of a growing team that makes a real difference for young athletes and their families. You'll work closely with a supportive group of coaches and staff, with clear processes and room to take on more responsibility as you grow into the role. If you enjoy helping people and keeping things running smoothly, you'll thrive here.