Virtual Receptionist

Vintti is revolutionizing remote staffing by prioritizing time zone alignment. We connect US-based SMBs, startups, and firms with Latin American professionals who work synchronously with US schedules. This approach ensures that businesses can maintain their usual workflows, conduct real-time meetings, and collaborate effectively without the typical challenges of working across disparate time zones.

A Virtual Receptionist plays a vital role in managing client interactions and administrative duties remotely. This role involves handling incoming calls, scheduling appointments, managing calendars, and fielding inquiries through various platforms to ensure seamless communication between clients and businesses. Equipped with excellent organizational and communication skills, a Virtual Receptionist helps maintain professionalism and efficiency, providing a reliable point of contact and enhancing overall operational productivity without the need for a physical presence in the office.

- High school diploma or equivalent; additional certification in office administration is a plus.
- Proven experience as a receptionist, virtual assistant, or similar role.
- Proficiency in using office software, including Microsoft Office Suite and G Suite.
- Familiarity with video conferencing platforms (e.g., Zoom, Microsoft Teams).
- Experience with calendar management and scheduling software.
- Strong command of written and spoken English.
- Excellent communication and interpersonal skills.
- Ability to multitask and prioritize tasks effectively.
- Strong organizational skills and attention to detail.
- Customer-service orientation with problem-solving skills.
- Ability to work independently and manage time efficiently.
- Basic knowledge of office equipment and troubleshooting.
- Familiarity with CRM systems and databases.
- Comfortable handling billing inquiries and processing payments.
- Positive attitude and professional demeanor.
- Ability to handle confidential information with discretion.
- Strong internet connection and a quiet workspace for handling calls.
- Proficiency in social media platforms for managing interactions.
- Basic understanding of company services, policies, and procedures.
- Ability to quickly learn new software and tools as required.

- Answer incoming calls and route them to the appropriate departments.
- Respond promptly to voicemails and missed calls.
- Manage and organize email inquiries, responding or forwarding as necessary.
- Schedule, reschedule, and confirm appointments using calendar software.
- Assist virtual visitors via video conferencing platforms.
- Provide basic information about the company's services, policies, and procedures.
- Address customer service queries and escalate issues when required.
- Maintain and update contact lists and customer information databases.
- Process and distribute incoming and outgoing mail and packages.
- Coordinate with other departments to ensure smooth workflow and communication.
- Perform data entry and maintain accurate records of daily activities.
- Assist with administrative tasks such as file organization and document management.
- Monitor and manage the office chat system for internal communication.
- Prepare and send newsletters or informational emails to clients and team members.
- Support marketing efforts by managing social media interactions and messages.
- Troubleshoot basic technical issues and guide clients or team members.
- Conduct follow-up calls or emails to ensure client satisfaction.
- Assist with onboarding of new clients or employees by providing necessary information and support.
- Handle billing inquiries and process payments or invoices as necessary.
- Ensure compliance with company policies and procedures during all communications.

The ideal candidate for the Virtual Receptionist position is a detail-oriented, tech-savvy professional with proven experience in reception, virtual assistance, or a similar role. They possess strong proficiency in office software, including the Microsoft Office Suite and G Suite, and are well-versed in using video conferencing platforms such as Zoom and Microsoft Teams. With exceptional command of both written and spoken English, they exhibit superior communication skills and a proactive, customer-service-driven attitude. The candidate excels in time management, demonstrating the ability to prioritize tasks effectively and multitask efficiently in a fast-paced environment. They bring strong organizational skills, a high level of reliability, and an approachable, professional demeanor. Adept at handling confidential information with discretion, they are comfortable managing billing inquiries and processing payments, and possess a deep understanding of CRM systems and databases. Their positive attitude, problem-solving capabilities, and capacity to handle high-stress situations with ease make them an invaluable addition to the team. Furthermore, their commitment to continuous learning and improvement, coupled with their willingness to go the extra mile for client satisfaction, set them apart as the perfect fit for this role.

- Answer incoming calls and route them to the appropriate departments or personnel.
- Respond to voicemails and missed calls in a timely manner.
- Manage and organize email inquiries, responding or forwarding as necessary.
- Schedule, reschedule, and confirm appointments using calendar software.
- Greet and assist virtual visitors via video conferencing platforms.
- Provide basic information about the company's services, policies, and procedures.
- Handle customer service queries and escalate issues when required.
- Maintain and update contact lists and customer information databases.
- Process and distribute incoming and outgoing mail and packages.
- Coordinate with other departments to ensure smooth workflow and communication.
- Perform data entry and maintain accurate records of daily activities.
- Assist with administrative tasks such as file organization and document management.
- Monitor and manage the office chat system for internal communication.
- Prepare and send out newsletters or informational emails to clients and team members.
- Support marketing efforts by managing social media interactions and messages.
- Troubleshoot basic technical issues and guide clients or team members as needed.
- Conduct follow-up calls or emails to ensure client satisfaction.
- Assist with onboarding of new clients or employees by providing necessary information and support.
- Handle billing inquiries and process payments or invoices as necessary.
- Ensure compliance with company policies and procedures during all communications.

- Strong attention to detail
- Excellent time management skills
- High level of reliability and punctuality
- Proactive and self-motivated
- Tech-savvy with the ability to quickly adapt to new software and tools
- Superior customer service skills
- Exceptional verbal and written communication abilities
- Professional and approachable demeanor
- High degree of discretion and confidentiality
- Ability to handle high-stress situations with ease
- Strong problem-solving capabilities
- Team-oriented with effective collaboration skills
- Positive and enthusiastic attitude
- Capacity to work independently with minimal supervision
- Consistent and efficient multitasking abilities
- Willingness to go the extra mile for client satisfaction
- Adaptability to changing priorities and tasks
- Strong ethical standards and integrity
- Commitment to continuous learning and improvement

- Competitive salary range
- Health insurance coverage
- Paid time off and holidays
- Flexible working hours
- Fully remote work environment
- Professional development and training opportunities
- Opportunity for career advancement
- Access to company wellness programs
- Performance bonuses and incentives
- Company-provided equipment and software
- Employee assistance programs
- Supportive team culture and collaborative environment
- Regular virtual team-building activities
- Access to online learning platforms
- Reimbursement for internet and home office expenses
- Ergonomic and productivity tools provided
- Mental health support and resources
- Parental leave benefits
- Retirement savings plan options
- Employee discount programs and perks