Receptionist Virtual Assistant

Job Summary:
We're delighted to bring on a warm, well-spoken Home Care Intake Coordinator to be the first voice callers hear when they reach out to our in-home senior care service. This role centers on answering incoming calls, explaining our services and rates clearly, and booking in-home consultations for prospective clients and their families. As the business grows, the role will expand to include client and caregiver scheduling. The ideal candidate is confident on the phone, patient with older callers, and organized enough to keep a calendar accurate.

Key Responsibilities:

• Answer incoming phone calls promptly and professionally
• Explain care services, service options, and pricing to prospective clients and their families
• Qualify inbound inquiries and gather details about each caller's care needs
• Schedule in-home consultation visits and coordinate them with the owner's calendar
• Send appointment confirmations, reminders, and follow-ups to reduce no-shows
• Re-engage prospects who inquired but did not move forward
• Enter and maintain accurate client and caregiver records in the company's scheduling system
• Coordinate caregiver schedules and shift assignments as the role expands
• Handle general customer service requests and escalate issues that need owner attention
• Maintain strict confidentiality of all client and health-related information

Mandatory Skills:

• Excellent spoken English with very clear, easy-to-understand pronunciation
• Proven experience handling inbound phone calls in a receptionist, intake, front desk, or customer service role
• Experience with appointment setting and calendar management
• Ability to explain services and pricing confidently and turn inquiries into booked appointments
• Comfortable using scheduling or records software, and quick to learn a new platform
• Accurate data entry and strong attention to detail
• Reliable, detail-oriented, and able to work independently
• Strong communication skills, both verbal and written
• Patient, empathetic, and professional phone manner with older adults and their family members

Preferred Skills:

• Experience with WellSky or a similar home care / home health scheduling and records platform
• Background in home care, home health, senior care, or another healthcare setting
• Familiarity with CRM tools and lead follow-up workflows
• Experience supporting a small or newly launched business where processes are still being built
• Willingness to take initiative and suggest improvements to intake and scheduling processes

Why Join Us:
Join a mission-driven team focused on helping seniors stay comfortably in their own homes. You will be the first point of contact for families reaching out for help, with real ownership over how the intake and scheduling process runs. As the business grows, the role grows with it, opening the door to more responsibility over time.