Virtual Assistant

Job Position: Virtual Assistant
Agency Name: ProMediaCO

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Role Overview:
The Virtual Assistant (VA) will play a key role in client and internal communications, helping ensure efficient operations. The VA will be responsible for managing client interactions, handling inquiries, and keeping the internal team informed and up to date. This role will require excellent communication skills, attention to detail, and a commitment to continuous learning.

Responsibilities:

Client Communications:
Schedule and reschedule orders with clients.
Provide customer service by addressing inquiries, concerns, and follow-up requests.
Proactively reach out to clients for feedback and potential service improvements.
Ensure timely and professional responses to all client communications via email, phone, and other platforms.
Internal Communications:
Act as a liaison between clients and the internal team, delivering accurate and timely information.
Maintain communication with the internal team regarding client updates, order changes, and new requests.
Assist in organizing internal meetings and preparing materials for team discussions.
Ensure smooth workflow by relaying client needs to the right internal personnel promptly.

SMART Expectations:

Specific: The VA will respond to all client inquiries within 1 hour and process scheduling/rescheduling requests within 30 minutes.
Measurable: Client satisfaction will be measured through monthly feedback surveys, aiming for at least an 85% satisfaction rate.
Achievable: The VA will complete at least one relevant training session per quarter to improve communication and problem-solving skills.
Relevant: The VA will contribute to both client retention and internal team efficiency, improving overall operations by ensuring smooth information flow.
Time-Bound: Within the first 60 days, the VA will independently manage at least 90% of client communications and provide weekly reports on client interactions and team communication effectiveness.
Reporting Structure:
Reports directly to the Office Manager.

Internal Meetings:

Weekly VA training/review sessions.
Monthly tea ---------- etings for overall performance and alignment.

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