Virtual Staff 365
Medispa
CRMCoordinator
Neural analysis suggests this role is
optimal for Mid+ candidates.
“CRM Coordinator at Virtual Staff 365. Skills: CRM Management, Client Communication, Appointment Setting, Sales Driven. Call new leads. Introduce services”
What You'll Achieve.
Convert marketing interest into clinic appointments; Secure bookings; Reactivate lapsed clients; Manage daily follow-up lists; Action scheduling tasks efficiently; Provide booking outcomes reporting
Industry & Context.
Part-time hours (20 hours per week), Aligned with Australian Eastern Standard Time (AEST) business hours, Reliable home office setup, i5/Ryzen 5 processor (or above), 8GB RAM, Dual monitors, Noise-cancelling headset, Stable internet connection with a backup option
What They're Looking For.
Must Have
Verbal and written English communication skills, Clear, professional phone manner, Proven experience in a call centre, appointment setting, or phone-based sales administration role, Sales-driven mindset, Ability to engage customers, Ability to handle objections, Highly organised, Attention to detail, Data accuracy, Intermediate to advanced proficiency in managing CRM systems, Proficiency in appointment scheduling platforms, Ability to multitask, Manage busy follow-up workflows, Work independently, Available to work part-time hours (20 hours per week), Aligned with Australian Eastern Standard Time (AEST) business hours, Reliable home office setup including an i5/Ryzen 5 processor (or above), 8GB RAM, Dual monitors, Noise-cancelling headset, Stable internet connection with a backup option
Nice to Have
Prior experience working within the medispa, beauty, wellness, or luxury retail industries, Direct experience supporting Australian clients, businesses, or local consumer markets, Familiarity with Google Workspace or the Microsoft Office suite
What You'll Do.
Proactively book clients
Follow up on incomplete bookings
Follow up on client enquiries
Reengage lapsed clients
Reactivate inactive clients
Identify clients with unused treatments
Identify rebooking opportunities
Manage appointment confirmations
Manage reminder calls
Manage daily schedule updates
Conduct proactive follow-ups for no-shows
Handle swift rescheduling
Maintain accurate CRM notes
Update communication histories
Manage daily follow-up lists
Action scheduling tasks
Provide proactive updates
Provide pipeline reporting
How You'll Work.
Communication Scope
Verbal English communication; Written English communication; Professional phone manner
Full Job Description
Our client is a premium Australian medispa business focused on delivering luxury beauty, wellness, and treatment experiences. With a strong emphasis on exceptional customer care, retention, and relationship building, they are dedicated to providing high-end service across their clinical network. They are now seeking to hire a **CRM Coordinator** to support their growing medispa division. This part-time, remote role is highly focused on database management, client communication, and booking conversions, serving as a vital link in converting marketing interest into clinic appointments. ### Job Responsibilities **Client Engagement & Booking Conversions** * Call new leads generated through online marketing campaigns to introduce services and secure bookings * Proactively book clients into clinic appointments in a warm, professional, and sales-driven manner * Follow up on incomplete bookings and general client enquiries via phone and email * Reengage and reactivate lapsed or inactive clients from the CRM database * Identify existing clients with unused treatments or upcoming rebooking opportunities **Appointment Coordination & Admin Support** * Manage appointment confirmations, reminder calls, and daily schedule updates * Conduct proactive follow-ups for client no-shows and handle swift rescheduling * Maintain exceptionally accurate CRM notes, updating client files and communication histories * Manage daily follow-up lists and action scheduling tasks efficiently * Provide proactive updates and pipeline reporting to management regarding booking outcomes **Requirements** * Strong verbal and written English communication skills with a clear, professional phone manner * Proven experience in a call centre, appointment setting, or phone-based sales administration role * Sales-driven mindset with a natural ability to engage customers and handle objections * Highly organised with strong attention to detail and data accuracy * Intermediate to advanced proficiency in managing CRM
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