Virtual Assistant (Customer Service & Administrative Support) - Remote

Virtual Assistant (Customer Service & Administrative Support) - Remote

Company: U.S. Swim School companyLocation: Fully RemoteCompensation: USD $1,250 – $1,500 per monthEmployment Type: Full-Time | Remote (PST;CST;EST)

Opportunity

Looking to build a long-term remote career while supporting one of the leading swim education brands in the United States?

At ScaleSource, we connect talented professionals worldwide with stable, full-time remote opportunities where they become long-term members of U.S.-based teams.

This role offers:

• Stable, full-time remote work paid in USD• Opportunity to support a nationally recognized education brand• Career growth within customer experience and operations roles• Professional remote work culture and training support• Long-term development opportunities with growing U.S. businesses

About the Client

One of the largest providers of water-safety and learn-to-swim programs in the United States. The organization delivers structured aquatic education programs for children and adults with a strong focus on safety, skill development, and customer satisfaction.

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

• 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.