Receptionist & Scheduling Coordinator

About the role

Outsourcing Staffing Advantage is looking for a highly organized, proactive and detail-oriented Receptionist & Scheduling Coordinator to support its daily administrative operations. The person will manage incoming communications, coordinate schedules and appointments, and keep communication smooth between clients, consultants and management. The role suits someone who takes ownership of their tasks, anticipates scheduling needs and works with minimal supervision.

Key responsibilities

• Answer incoming calls professionally, handle inquiries and direct communications to the right team members
• Schedule and coordinate client site visits, audits, assessments and internal meetings
• Maintain calendars for clients, consultants and management, confirm appointments and send reminders
• Follow up on pending scheduling requests and handle changes, conflicts, cancellations and last-minute adjustments
• Maintain accurate scheduling records and update client and appointment information in Zoho
• Keep communication with clients and the internal team clear and timely, and solve scheduling issues proactively to avoid delays
• Provide general administrative and reception support as needed

Required profile

• Exceptional organizational and time-management skills
• Strong verbal and written communication and excellent problem-solving ability
• Detail-oriented, proactive and able to prioritize and act without constant supervision
• Reliable, responsive and able to work independently
• Preferred: previous experience in reception, administrative support, scheduling or coordination roles
• Preferred: familiarity with the food safety industry or consulting services

Required skills

• Comfortable with technology, digital calendars, scheduling platforms and CRM systems
• Preferred: experience using Zoho or similar CRM platforms

What we offer

• Competitive salary and weekly payments
• Weekly performance incentives and hiring bonus
• Weekends off and national holidays paid at double the hourly rate; US holidays off when applicable
• Referral bonus and growth opportunities
• Supportive, collaborative work environment, morning shift available, back-office position