Our client is a premium Australian medispa business focused on delivering luxury beauty, wellness, and treatment experiences. With a strong emphasis on exceptional customer care, retention, and relationship building, they are dedicated to providing high-end service across their clinical network.
They are now seeking to hire a CRM Coordinator to support their growing medispa division. This part-time, remote role is highly focused on database management, client communication, and booking conversions, serving as a vital link in converting marketing interest into clinic appointments.
Job Responsibilities
Client Engagement & Booking Conversions
- Call new leads generated through online marketing campaigns to introduce services and secure bookings
- Proactively book clients into clinic appointments in a warm, professional, and sales-driven manner
- Follow up on incomplete bookings and general client enquiries via phone and email
- Reengage and reactivate lapsed or inactive clients from the CRM database
- Identify existing clients with unused treatments or upcoming rebooking opportunities
Appointment Coordination & Admin Support
- Manage appointment confirmations, reminder calls, and daily schedule updates
- Conduct proactive follow-ups for client no-shows and handle swift rescheduling
- Maintain exceptionally accurate CRM notes, updating client files and communication histories
- Manage daily follow-up lists and action scheduling tasks efficiently
- Provide proactive updates and pipeline reporting to management regarding booking outcomes
Requirements
- Strong verbal and written English communication skills with a clear, professional phone manner
- Proven experience in a call centre, appointment setting, or phone-based sales administration role
- Sales-driven mindset with a natural ability to engage customers and handle objections
- Highly organised with strong attention to detail and data accuracy
- Intermediate to advanced proficiency in managing CRM systems and appointment scheduling platforms
- Ability to multitask, manage busy follow-up workflows, and work independently
- Available to work part-time hours (20 hours per week) aligned with Australian Eastern Standard Time (AEST) business hours
- Reliable home office setup including an i5/Ryzen 5 processor (or above), 8GB RAM, dual monitors, a noise-cancelling headset, and a stable internet connection with a backup option
Nice-to-Have Skills
- Prior experience working within the medispa, beauty, wellness, or luxury retail industries
- Direct experience supporting Australian clients, businesses, or local consumer markets
- Familiarity with Google Workspace or the Microsoft Office suite
Benefits
- Permanent work-from-home set-up
- Dayshift (Australian business hours)
- Part-time job
- HMO
- Annual leave
- Christmas Bonus equivalent to 1 month's wage (pro-rata)
Other open roles at Virtual Staff 365(6)
At Virtual Staff 365, we help Australian businesses grow with quality offshore teams in the Philippines that feel like a natural extension of their local team. With our Melbourne-based team guiding you from day one, we make outsourcing simple, supported, and effective. Our approach is built on genuine care, clear communication, and long-term partnerships. We carefully match you with the right people, support their wellbeing, and stay closely involved to ensure everything runs smoothly. We believe when people feel valued and looked after, they show up with commitment and pride, and that’s where real results happen. For nearly a decade, we’ve helped hundreds of Australian businesses overcome rising costs and skill shortages while creating life-changing opportunities for families in the Philippines. If you’re ready to scale your business with the right people by your side, we’d love to hear from you.
Key team members
Dov Herdan
Daniel Walker
RICARDO HERRERO
Wouter van Heerden
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