Outsourcing Staffing Advantage is seeking a highly organized, proactive, and detail-oriented Receptionist & Scheduling Coordinator to support its daily administrative operations. This individual will be responsible for managing incoming communications, coordinating schedules, organizing appointments, and ensuring smooth communication between clients, consultants, and management.
The ideal candidate is a quick thinker who takes ownership of assigned responsibilities, anticipates scheduling needs, and ensures that all tasks are completed accurately and on time with minimal supervision.
Key Responsibilities
- Answer incoming phone calls professionally, handle inquiries, and direct communications to the appropriate team members.
- Schedule and coordinate client site visits, audits, assessments, and internal meetings.
- Manage and maintain calendars for clients, consultants, and management.
- Confirm appointments, send reminders, and follow up on pending scheduling requests.
- Handle scheduling changes, calendar conflicts, cancellations, and last-minute adjustments efficiently.
- Maintain accurate scheduling records and update client and appointment information in Zoho.
- Monitor pending requests and ensure all scheduling tasks are followed through to completion.
- Maintain clear and timely communication with clients and internal team members.
- Identify potential scheduling issues and proactively find solutions to avoid delays or missed appointments.
- Provide general administrative and reception support as needed.
Requirements
- Exceptional organizational and time-management skills.
- Strong verbal and written communication skills.
- Excellent problem-solving abilities and the capacity to think quickly.
- Highly detail-oriented, resourceful, and proactive.
- Ability to identify priorities, anticipate needs, and take initiative without constant supervision.
- Strong follow-through and ability to manage multiple responsibilities simultaneously.
- Comfortable working with technology, digital calendars, scheduling platforms, and CRM systems.
- Reliable, responsive, and capable of working independently.
- Strong interpersonal skills and a professional phone manner.
Preferred Qualifications
- Previous experience in reception, administrative support, scheduling, or coordination roles.
- Experience using Zoho or similar CRM platforms.
- Familiarity with the food safety industry or consulting services.
Benefits
- Competitive salary.
- Opportunity to work on diverse and exciting projects.
- Supportive and collaborative work environment.
- Weekly payments.
- Weekly Incentives based on performance
- Weekends off.
- Hiring Bonus
- Growth Opportunities
- Referral Bonus
- National holidays pay double the hourly rate
- US Holidays Off when applicable
- Best work environment in Santiago
- Morning shift available.
- Back-office positions