Remote Administrative Assistant

REMOTE ADMINISTRATIVE ASSSISTANT

We are looking for a Remote Administrative Assistant who is keen on learning and growing with the organization. The successful candidate will render support to our US-based clients.

Purpose

The Remote Administrative Assistant is a key front-end team member and often the first point of contact for our clients. This role helps create an outstanding customer experience, keeps communication organized, manages scheduling, tracks cases, and ensures the laboratory team stays connected to client needs.

This position plays an important role in daily operations and contributes directly to the professionalism, responsiveness, and growth of the company.

• Provide exceptional front-end communication
• Deliver a high level of customer service
• Coordinate scheduling, appointments, and follow-through
• Assist with case tracking and status communication
• Support offices with digital scan submission guidance
• Prioritize timely email communication and follow-up
• Strengthen communication between clients and internal team members
• Escalate urgent matters quickly and efficiently

• Microsoft Teams
• Google Calendar
• Lab management software
• Company email
• Phone system

CORE DUTIES

• Answer incoming calls professionally
• Respond to emails promptly
• Take accurate messages
• Route urgent matters appropriately
• Provide a friendly and professional first impression

• Schedule custom shade appointments
• Coordinate technician availability
• Confirm appointments
• Manage reschedules
• Prevent scheduling conflicts
• Follow through on pending requests

• Track case status in lab software
• Confirm case receipt when applicable
• Provide approved updates to offices
• Add notes and messages when needed

• Understand common scan platforms such as iTero, 3Shape, Medit, Dexis, DS Core, and others
• Help offices send scans to the lab
• Confirm scan receipt
• Escalate technical issues when needed

• Professional communication
• Strong organization
• Timely follow-up
• Accurate scheduling
• Dependable attendance
• Positive team attitude
• Strong customer service mindset

Success Standard

Clients feel cared for, communication is clear, appointments run smoothly, and the team stays aligned.

• Proficient in online tools such as Microsoft Office, Teams, Google Calendar, and Lab Management Software.
• Excellent English written and verbal communication skills.
• At least 2 – 3 years proven experience as an Administrative Assistant or in a similar role.
• Solid organizational skills
• Excellent time management and multitasking abilities with a focus on prioritization.
• Strong attention to detail and problem-solving skills.
• Confident in direct communication with clients and customers with strong customer service mindset.
• Self-motivated and capable of working independently with complex procedures and guidelines.
• Adheres to the highest standards of ethics, confidentiality, and professionalism.
• Flexible to work on a variable schedule as assigned including night shift and/or local Philippine holidays, if necessary.
• Must have a stable internet connection with at least 50 Mbps speed.

***This role is on a permanent Work-from-Home arrangement, and the successful candidate will be provided with a company-issued equipment.