Virtual Receptionist

Vintti is a staffing agency dedicated to boosting the economic efficiency of US companies. We provide access to a diverse range of skilled Latin American professionals, allowing businesses to build robust teams without the traditional high costs associated with domestic hiring. Our model supports companies in maximizing their resources, driving innovation, and achieving sustainable growth.

A Virtual Receptionist is a professional who manages front-desk responsibilities remotely, providing a seamless communication bridge between a company and its clients. They handle tasks such as answering and forwarding calls, scheduling appointments, managing emails, and offering customer support. This role requires excellent communication skills, organizational abilities, and proficiency with various digital tools and platforms. Virtual Receptionists ensure that businesses maintain a high level of customer service without the need for a physical presence, enhancing flexibility and operational efficiency.

- High school diploma or equivalent; Associate's or Bachelor's degree preferred.
- Proven experience as a receptionist, administrative assistant, or similar role.
- Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software programs.
- Excellent verbal and written communication skills.
- Strong organizational and multitasking abilities.
- Ability to manage time effectively and prioritize tasks.
- Proficiency in using electronic calendars and scheduling tools.
- Familiarity with customer relationship management (CRM) software.
- Basic knowledge of invoicing and billing procedures.
- Strong problem-solving skills and attention to detail.
- Ability to handle sensitive information with discretion and maintain confidentiality.
- Customer service-oriented attitude with a professional demeanor.
- Experience with social media platforms and content scheduling tools.
- Ability to work independently and as part of a remote team.
- Strong internet connection and a reliable, quiet workspace.
- Flexibility to adapt to changing tasks and priorities.
- Familiarity with virtual meeting software (e.g., Zoom, Microsoft Teams).
- Typing speed of at least 50 words per minute.
- Basic understanding of general office procedures and equipment.

- Answer incoming phone calls and direct them to the appropriate person or department.
- Manage and respond to incoming emails, forwarding them as necessary.
- Schedule and confirm appointments for clients and staff.
- Maintain and update electronic calendars for multiple team members.
- Provide information and assistance to callers and clients regarding the company's services, policies, and procedures.
- Perform data entry and update customer databases with accurate information.
- Create and distribute daily schedules, meeting agendas, and reminders.
- Assist with invoicing and billing processes by preparing and sending invoices.
- Handle and resolve customer complaints and inquiries promptly and courteously.
- Monitor and respond to live chat messages on the company's website.
- Prepare and send outgoing mail and packages, and manage incoming mail.
- Conduct routine follow-up calls or emails to ensure customer satisfaction.
- Organize and maintain digital files and documents for easy access.
- Support social media management by scheduling posts and responding to comments or messages.
- Assist in coordinating virtual events, webinars, or meetings as needed.
- Compile and prepare reports as requested by management.
- Update and manage online booking systems.
- Provide administrative support to various departments as required.
- Maintain confidentiality of sensitive information according to company policies.

The ideal candidate for the Virtual Receptionist position is a highly organized and detail-oriented professional with proven experience in a receptionist or administrative assistant role. They possess exceptional verbal and written communication skills, coupled with a courteous and customer service-oriented demeanor. Their proficiency in MS Office Suite, CRM software, and electronic scheduling tools enables them to manage calendars, appointments, and correspondence efficiently. With strong multitasking and time management abilities, they can prioritize tasks and navigate a dynamic workflow seamlessly. A team player with a collaborative spirit, they can work independently in a remote environment, maintaining a high degree of reliability, dependability, and punctuality. Technologically adept, they are familiar with virtual meeting software and social media content scheduling tools. The ideal candidate demonstrates strong problem-solving abilities, attention to detail, and discretion in handling sensitive information. Being adaptable and proactive, they consistently seek opportunities for improvement and contribute to a positive work atmosphere. Their resourcefulness and commitment to providing high-quality, accurate work set them apart, ensuring smooth and effective administrative support across all departments.

- Answer incoming phone calls in a professional manner, directing them to the appropriate person or department.
- Manage and respond to incoming emails, forwarding them as necessary.
- Schedule and confirm appointments for clients and staff.
- Maintain and update electronic calendars for multiple team members.
- Provide information and assistance to callers and clients regarding the company's services, policies, and procedures.
- Perform data entry and update customer databases with accurate information.
- Create and distribute daily schedules, meeting agendas, and reminders.
- Assist with invoicing and billing processes by preparing and sending invoices.
- Handle and resolve customer complaints and inquiries promptly and courteously.
- Monitor and respond to live chat messages on the company's website.
- Prepare and send outgoing mail and packages, and manage incoming mail.
- Conduct routine follow-up calls or emails to ensure customer satisfaction.
- Organize and maintain digital files and documents for easy access.
- Support social media management by scheduling posts and responding to comments or messages.
- Assist in coordinating virtual events, webinars, or meetings as needed.
- Compile and prepare reports as requested by management.
- Update and manage online booking systems.
- Provide administrative support to various departments as required.
- Maintain confidentiality of sensitive information according to company policies.

- Professional and courteous demeanor
- Strong communication skills, both verbal and written
- High level of organization and attention to detail
- Ability to multitask and manage time effectively
- Strong problem-solving capabilities
- Customer service-oriented attitude
- High degree of reliability and dependability
- Ability to work independently and take initiative
- Team player with the ability to collaborate effectively
- Technologically proficient with a good grasp of office software
- Adaptable and flexible to changing environments and tasks
- Discretion and ability to handle confidential information
- Positive attitude with a willingness to learn and grow
- Strong interpersonal skills to interact effectively with clients and colleagues
- Resourceful with the ability to navigate obstacles and challenges
- Punctuality and commitment to meeting deadlines
- Self-motivated and disciplined in a remote work setting
- Consistent in providing high-quality and accurate work
- Proactive in identifying areas for improvement and suggesting solutions

- Competitive salary range: $30,000 - $40,000 annually, based on experience and qualifications
- Health, dental, and vision insurance
- Flexible working hours
- Opportunity to work remotely from any location
- Paid time off (PTO) including vacation, sick leave, and holidays
- Professional development and training programs
- Performance-based bonuses and incentives
- Retirement savings plan with employer match
- Employee wellness programs and resources
- Supportive and collaborative team environment
- Opportunities for career advancement and growth within the company
- Access to the latest technology and software tools
- Paid parental leave
- Regular team-building activities and virtual events
- Reimbursement for internet and office supplies
- Employee assistance program (EAP) providing counseling and support services
- Company-sponsored conferences and workshops
- Recognition and rewards program for outstanding performance
- Company discount programs and partnerships with various brands