Bilingual Virtual Assistant (Aesthetics / Spanish and English)
Role summary
Be the friendly, organized front line for a busy aesthetics practice. You’ll handle bilingual (English/Spanish) customer communications, book and optimize appointments, and keep the day running smoothly—by phone, text, email, and DMs.
What you’ll do
● Appointment setting & scheduling ○ Answer inbound calls/messages; book, reschedule, or cancel appointments.
○ Manage waitlists, no-shows, late arrivals, and reminder workflows.
○ Actively optimize the calendar (fill gaps, reduce downtime, balance provider load).
● Customer service (EN/ES)
○ Handle inquiries about services (e.g., sugaring, facials, aftercare), pricing, policies, and availability.
○ Provide clear, empathetic support; escalate issues per playbooks.
● Follow-ups & retention
○ Send post-visit check-ins, review requests, and reactivation outreach to lapsed clients.
○ Offer add-ons, packages, and memberships when appropriate (no hard sells).
● Inbox/DM & VoIP management
○ Triage and respond across phone, SMS/WhatsApp, email, and social DMs within SLA.
● Records & coordination
○ Keep client profiles accurate (notes, preferences, contraindications).
○ Coordinate with practitioners on day-of changes, supplies holds, and prep notes.
● Light admin
○ Update FAQs/macros/scripts (EN/ES), daily end-of-day summaries, simple reports on volume, bookings, and show rate.
Must-have qualifications
● Bilingual fluency in English & Spanish (spoken and written).
● 2–4+ years in front desk, customer service, or scheduling (medspa/salon/aesthetics/healthcare preferred).
● Proven experience with appointment systems (e.g., Vagaro, Fresha, Mindbody, Square Appointments or similar).
● Comfortable with VoIP (e.g., OpenPhone, Zoom/Google Voice), SMS/WhatsApp, email, and social DMs.
● Strong calendar logic and schedule optimization instincts.
● Excellent phone etiquette, empathy, and de-escalation skills.
● Reliable home setup: quiet workspace, stable high-speed internet, and headset.
● Able to work Tue–Sat on Central Time consistently.
Nice to have
● Knowledge of sugaring/skin services and aftercare basics.
● Experience creating EN/ES scripts/macros and canned responses.
● Light CRM/reporting skills (Google Sheets/Excel; basic dashboards).
● Familiarity with review platforms (Google, Yelp) and simple reactivation campaigns.
Success metrics (first 60–90 days)
● Booking conversion: ≥ 70% of qualified inquiries scheduled.
● Show rate: Improved by effective reminders/confirmations.
● Response time: < 2 minutes on live calls; < 15 minutes on texts/DMs during shift.
● Calendar efficiency: Visible reduction in gaps & no-shows week over week.
● CSAT: Positive feedback from clients and practitioners.
Tools you’ll use
Vagaro/Fresha/Mindbody (or similar), VoIP (OpenPhone/Zoom/Google Voice), Google Workspace or Microsoft 365, WhatsApp/SMS, and basic spreadsheets. Compliance & confidentiality
● Handle client information discreetly under NDA and company policies.
● Follow practice guidelines for consent, cancellations, refunds, and late/no-show handling
Why Join Assist World?
100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM
Average salary estimate
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