Office Assistant – (Customer Service & Admin) Full Time

About the Role
This role supports student enrollment, customer communication, scheduling coordination, and administrative operations across swim school locations.

What You’ll Do
Key Responsibilities
1. Customer Service & Lead Management
Manage inbound and outbound calls, emails, and messages from families.

Provide clear information about swim programs, pricing, and schedules.

Convert inquiries into enrolled students.

2. Enrollment & Scheduling Coordination
Schedule swim lessons and coordinate class availability.

Manage bookings, cancellations, and reschedules.

Coordinate schedules between families and instructors.

3. Customer Communication & Retention
Follow up with leads and enrolled families.

Provide updates, reminders, and class information.

Ensure a positive customer experience throughout the enrollment process.

4. CRM & Administrative Support
Maintain accurate student records in the CRM.

Update enrollment status, notes, and customer interactions.

Assist with reporting, tracking, and internal documentation.

5. Operational & Marketing Support
Assist management with administrative workflows.

Support coordination tasks across swim school locations.

Assist with light social media or marketing coordination when required.

Requirements
1. Customer Service Experience
Minimum 2 years of experience in customer service, client support, or virtual assistant roles.

2. Scheduling / Coordination Experience
At least 2 years of experience scheduling appointments, coordinating calendars, or managing service bookings.

3. Customer Communication Volume
Minimum 2 years of experience handling inbound inquiries and follow-ups via phone, email, or messaging platforms.

4. CRM / Software Experience
At least 2 years of experience using CRM systems or customer management tools such as HubSpot or similar platforms.

5. Multitasking / Administrative Coordination
Minimum 2 years of experience managing multiple operational tasks simultaneously such as customer communication, scheduling, and administrative tracking.

Technical Skills
• Experience with CRM systems such as HubSpot or similar platforms
• Familiarity with Google Workspace, Zoom, RingCentral, Canva, or related tools
• Ability to learn new tools and workflows quickly

Requirements

• Professional and quiet remote work setup (PC) with reliable high-speed internet.
• Strong Zoom presence and polished communication skills.
• Ability to balance client interactions with administrative responsibilities.
• Submission of an introductory video is required as part of the hiring process.