Job overview
Clearpoint Admin Services is recruiting a remote Virtual Receptionist to serve as a professional first point of contact for inbound callers. The role focuses on answering and routing calls, taking accurate messages, scheduling appointments, handling basic questions, and documenting each interaction using the assigned phone and client-management tools.
This is a phone-forward position rather than a text-only chat or email support role. You may support more than one client through a shared reception platform and will follow the appropriate scripts, privacy expectations, and escalation instructions for each client. Paid training is provided, so previous receptionist or customer service experience is not required.
New to reception work? You can still apply
No prior receptionist, customer service, or administrative experience is required. A high school diploma or equivalent is required, but no college degree or certification is needed. Training covers call handling, phone systems, scheduling tools, documentation, and client-specific procedures.
Employment options and schedule
Full-time roles typically involve about 40 hours per week; part-time roles typically involve 20–25 hours per week. Reception coverage often spans business hours, so specific shifts may be required. Confirm the expected schedule, time zone, client coverage hours, and break arrangements during the interview.
What you'll do
- Answer inbound phone calls promptly and professionally.
- Route callers to the appropriate person, team, or department.
- Take accurate messages and make sure they reach the right contact.
- Schedule appointments, manage calendars, and send booking confirmations.
- Greet clients by name when CRM information is available and handle basic questions about services, hours, and locations.
- Use a multi-line phone system or virtual VoIP line to manage calls.
- Record each call and its outcome in the CRM or call-tracking tool.
- Send follow-up confirmation emails or text messages when required.
- Support multiple clients through shared reception platforms such as Smith.ai, Ruby, or AnswerConnect.
- Follow client-specific scripts, call-handling rules, and documentation procedures.
- Escalate urgent or unusual calls according to the instructions provided by the client.
- Protect caller information and maintain confidentiality.
A typical call-handling workflow
Exact steps vary by client, but a typical interaction may follow this sequence:
For example, you may answer using the client’s approved greeting, confirm the caller’s name and reason for calling, transfer the call or record a message, schedule an appointment if authorized, and document the interaction in the assigned system. Urgent calls are handled according to the client’s escalation instructions rather than personal judgment.
Required qualifications
- High school diploma or equivalent; no college degree is required.
- No prior receptionist, customer service, or administrative experience required; paid training is provided.
- Clear, professional phone voice and courteous communication style.
- Strong written English for messages, notes, and confirmations.
- Comfort using VoIP or multi-line phone systems, or willingness to learn.
- Comfort with scheduling tools such as Google Calendar, Calendly, or Acuity, or willingness to learn.
- Ability to follow client-specific scripts and document calls accurately.
- Attention to detail when recording names, contact details, messages, and appointment times.
- Reliability with assigned shifts and ability to maintain confidentiality.
- Reliable internet connection, quiet workspace, and authorization to work in the United States.
Preferred qualifications
- Previous receptionist, call center, customer service, or administrative experience.
- Familiarity with Smith.ai, Ruby, AnswerConnect, or similar virtual reception platforms.
- Experience with Google Calendar, Calendly, Acuity, CRM tools, or call tracking systems.
- Experience supporting medical, legal, or other professional-services clients.
- Spanish/English bilingual ability is a strong plus.
- An interest in administration, operations, client services, or professional services.
Pay and benefits
$16–$24 per hour
Pay depends on experience and call volume. Entry-level candidates typically start near the lower end of the stated range.
Paid training
Learn phone systems, scheduling tools, call documentation, scripts, and escalation procedures through assignment-specific training.
Remote work
Work from home, subject to the assignment’s eligibility, location, and technical requirements.
Paid time off
Paid time off may be available for eligible full-time roles; terms depend on the assignment.
Possible health coverage
Some full-time roles may include medical, dental, and vision coverage. Benefit details are confirmed during the interview.
Career development
Experience may help prepare you for Senior Receptionist, Team Lead, Client Services Manager, or Operations Coordinator roles.
Phone systems and remote-work setup
Depending on the assignment, you may use a virtual VoIP line or multi-line phone system, a CRM or call-tracking tool, and scheduling software such as Google Calendar, Calendly, or Acuity. You will need a reliable computer, stable internet access, a suitable headset if required, and a quiet workspace where calls can be handled professionally. Confirm which equipment and tools are supplied before purchasing anything.
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Application process
Apply online
Complete the application form and attach a resume in PDF, DOC, or DOCX format. Include relevant school, volunteer, phone, or customer-service experience if applicable.
Initial review
Your application may be reviewed for communication skills, attention to detail, remote readiness, and schedule preferences.
Interview
Discuss call scenarios, client assignments, training, expected shifts, and role-specific terms.
Training and onboarding
If selected, confirm the phone tools, scripts, escalation rules, confidentiality expectations, and start details with the hiring team.
Frequently asked questions
Do I need previous receptionist experience?
No. Prior receptionist, customer service, or administrative experience is not required. Paid training is provided. Clear communication, reliability, attention to detail, and willingness to learn are important.
Is this a phone-only job?
Phone calls are central to the role. You may also record calls in a CRM, schedule appointments, and send confirmation emails or texts. This is different from a text-only chat or email support position.
What kinds of clients might I support?
The role may support multiple clients through a shared reception platform. Preferred experience may include medical, legal, or other professional-services clients. Specific client assignments should be discussed during the hiring process.
What phone and scheduling software will I use?
Tools may include VoIP or multi-line phone systems, Smith.ai, Ruby, AnswerConnect, Google Calendar, Calendly, Acuity, and a CRM or call-tracking tool. The exact platform depends on the assignment.
What is the pay range?
The stated range is $16–$24 per hour, depending on experience and call volume. Entry-level candidates typically start near the lower end. Confirm the rate and any assignment-specific terms before accepting an offer.
Can I work part-time?
Yes. Part-time roles typically involve 20–25 hours per week. Full-time roles typically involve about 40 hours per week. Specific shifts may be required to cover client business hours.
Do I need a college degree or certification?
No college degree or certification is required. A high school diploma or equivalent is required, and training covers phone systems, scheduling tools, and call handling.
Can I work from outside the United States?
This listing is intended for candidates authorized to work in the United States. Confirm eligibility and any location restrictions with the hiring team before applying.
Can this role lead to other jobs?
Experience may support progression toward Senior Receptionist, Team Lead, Client Services Manager, or Operations Coordinator positions. Advancement depends on performance, experience, and available opportunities.
Does it cost anything to apply?
No. Applying through JobSphereHR is free. Do not pay a recruiter or supposed employer to secure a job.
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