Administrator at VirtualStaff365 in Philippines

Our client is an established Australian provider delivering mobile massage and allied health services across aged care, disability support, and corporate wellness. Operating through a fully remote model, they deliver high-quality, compassionate care directly to clients while fostering a supportive and proactive team environment.

They are now seeking to hire an Administrator to support day-to-day operations by managing client scheduling, partner communications, and core system records. This role plays a critical part in maintaining smooth service delivery and delivering clear, compassionate communication to clients and their families.

Job Responsibilities

Customer Communication & Scheduling

• Answer inbound calls and provide clear information on available service options and client bookings
• Perform outbound calls to schedule appointments, reschedule bookings, and take brief verbal histories and preferences
• Liaise warmly and professionally with elderly clients, next of kin, and healthcare partners
• Respond to customer enquiries via phone and email in a timely and professional manner

Data & System Management

• Accurately enter and update client details and appointment information across Jobber and Cliniko
• Send treatment notes to appropriate external partners after completed treatments
• Ensure all task workflows, records, and service files are complete and up to date within designated timelines

General Administration & Operational Support

• Monitor incoming emails and escalate complex matters to company directors

• Draft work proposals, prepare documentation, and complete general administrative tasks as required

• Assist with future operational growth by helping coordinate therapist team appointments and schedules

• Proven experience in an administrative or customer service role

• Strong verbal and written English communication skills with high telephone confidence

• Demonstrated ability to manage scheduling tasks and client communication with empathy and professionalism

• Ability to work Australian business hours for a minimum of four days per week

• Active Australian eSIM capability to receive and make local phone calls

• High degree of initiative, prompt responsiveness, and strong attention to detail

Nice-to-Have Skills

• Prior experience using Jobber or Cliniko scheduling software

• Previous administrative experience within the Australian healthcare, aged care, or allied health sectors

• Practical experience or familiarity using AI tools to assist with daily workplace tasks

• Permanent work-from-home set-up

• Dayshift (Australian Eastern Standard Time business hours)

• Full-time job

• HMO (STAFF only)

• Annual leave

• 13-month pay

• With Government mandated benefits