Job Description:
Virtual Dream Team is looking for a warm, organized, and sales-confident Virtual Medical Spa Front Desk & Client Care Coordinator to provide full-time support. You’ll be the first point of contact for clients across multiple communication channels, helping answer questions, manage appointments, follow up on leads, and create a smooth client experience from initial inquiry through post-treatment follow-up.

Key Responsibilities:
• Respond promptly and professionally to client inquiries through Instagram, Facebook, WhatsApp, phone, email, and text.
• Explain treatment information and pricing accurately while guiding interested clients toward booking qualified consultations.
• Manage appointment bookings, confirmations, rescheduling, cancellations, reminders, and follow-ups.
• Re-engage missed leads and follow up consistently with prospective clients to improve appointment conversion.
• Remind existing clients about recommended treatments, future appointments, and appropriate follow-up steps.
• Maintain accurate client records, consent forms, treatment information, and other administrative documentation.
• Escalate medical questions, urgent concerns, or situations requiring clinical guidance to the appropriate clinic staff.
• Support data entry and day-to-day administrative tasks while keeping client information organized and confidential.

We sometimes ask for flexible support on related tasks, but nothing outside your skill set and always with clear communication.

Required Tools:
• Meta Business Suite
• WhatsApp Business
• Clinic booking/CRM system

What We're Looking For:
• Excellent written and verbal English communication skills; Mandarin-speaking ability is a strong advantage.
• Experience in medical aesthetics, healthcare, beauty, customer service, appointment setting, or a related client-facing role is strongly preferred.
• A warm, patient, and professional communication style with the confidence to follow up and convert inquiries without being pushy.
• Strong organization and attention to detail, especially when handling appointments, client records, and multiple communication channels.
• A reliable and responsive approach, with the ability to follow instructions carefully and protect client confidentiality.
• Willingness to learn treatment information, pricing, clinic protocols, and client care processes quickly and accurately.

Working Hours:
• 40hrs/wk; Monday - Friday 9:00AM - 5:00PM EST
• Rate: $5-6/hr

Benefits:
• Paid 30 business days of training + completion bonus
• Work-from-home opportunity
• Yearly anniversary bonus
• 9th month and performance bonuses
• Emergency Support Program
• Birthday vacation bonus
• Access to continuous training resources
• Supportive and high-performing VA community
• Weekly payments
• PhilHealth reimbursement or HMO option

Why Join us?

Join Phyllis Song Virtual Dream Team and be part of a team that empowers healthcare professionals through reliable, compassionate, and high-quality virtual support. As a Medical VA, you’ll have the opportunity to grow your skills, make a meaningful impact in patient care, and work in a supportive environment that values your dedication.