Customer Service Administrative Assistant

Position Summary

The Client Services Coordinator serves as the first point of contact for The Perfect Child, a leading provider of Applied Behavior Analysis (ABA) services across the United States. This remote position is responsible for answering the company’s main phone line, assisting families, school partners, employees, and job applicants, and ensuring all inquiries are directed to the appropriate department.

The ideal candidate is highly professional, customer-focused, technologically proficient, and possesses excellent English communication skills. This position requires the ability to manage multiple priorities while delivering exceptional service and creating a positive first impression for all callers.

Essential Responsibilities

Phone & Customer Support

• Answer incoming calls promptly and professionally using the company’s phone system.
• Serve as the first point of contact for incoming calls in relation to: families, clients, school personnel, employees, and applicants.
• Transfer calls accurately to the appropriate department or team member.
• Take and relay detailed messages when staff members are unavailable.
• Monitor and manage voicemail messages and ensure timely follow-up.
• Provide general information regarding company services, locations, and employment opportunities.

Administrative Support

• Maintain accurate records of calls, inquiries, and follow-up actions.
• Support scheduling activities for interviews, meetings, and operational appointments.
• Assist with data entry, documentation, and reporting requirements.
• Monitor shared inboxes and assist with communication routing.
• Support various departments with administrative projects as assigned.

Recruitment & Employee Support

• Route recruiting inquiries to the Staffing and Talent Acquisition team.

Client & Family Support

• Deliver exceptional customer service to current and prospective clients.
• Assist families in connecting with the appropriate clinical or administrative department.
• Escalate urgent concerns to appropriate leadership when needed.
• Maintain professionalism, empathy, and confidentiality in all interactions.

Compliance & Confidentiality

• Comply with HIPAA and company confidentiality standards.
• Protect client, employee, and organizational information.
• Follow all company policies and procedures regarding data privacy and information security.

QualificationsRequired

• Minimum 2 years of customer service, administrative support, receptionist, call center, or virtual assistant experience.
• Exceptional verbal and written English communication skills.
• Experience supporting U.S.-based customers or clients preferred.
• Strong organizational and multitasking abilities.
• Ability to work independently in a remote environment.
• Proficiency with Microsoft Office (Outlook, Word, Excel, Teams).
• Reliable high-speed internet connection and dedicated home office workspace.

Preferred

• Experience answering high-volume phone lines.
• Experience working remotely for a U.S.-based organization.
• Familiarity with CRM, ATS, VoIP phone systems, or scheduling software.

Knowledge, Skills & Abilities

• Professional telephone etiquette
• Customer service excellence
• Strong attention to detail
• Active listening and problem-solving skills
• Time management and prioritization
• Adaptability in a fast-paced environment
• Ability to handle sensitive information confidentially
• Strong interpersonal skills
• Dependability and accountability

Equipment & Technical Requirements

• Reliable computer capable of running multiple business applications simultaneously.
• High-speed internet connection (minimum 50 Mbps download recommended).
• Quiet, dedicated home office environment.

Schedule

• Full-Time
• Remote (Philippines)
• Must be available during U.S. Eastern Time business hours.
• Occasional schedule flexibility may be required to support operational needs.

Pay: Php376.47 per hour

Expected hours: 40.0 per week

Work Location: Remote