Inside Out Hiring

Front Desk Lead Conversion Specialist ( Job ID: ROMAYI1)

Remote
Full Time
Experienced

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 We’re Hiring: Front Desk Lead Conversion Specialist

Job Information

  • Job Title: Front Desk Lead Conversion Specialist

  • Job ID: ROMAYI1

  • Industry: Medical Spa / Wellness Center

  • Location: LATAM / SOUTH AFRICA

  • Job Status: FULL TIME

  • Work Schedule: Tuesday through Saturday, 10:00 AM to 6:00 PM Central Time

  • Preferred extra availability: Monday from 12:00 PM to 4:00 PM Central Time

  • Compensation: $7 - $8 per hour + Commissions 

  • Target Start Date: ASAP

 Role Overview:

About the Client:

  • The client is a luxury med spa and laser clinic that supports both existing clients and new inbound leads.
  • Most inquiries relate to scheduling, rescheduling, packages, specials, and service questions.
  • The clinic delivers a premium client experience and requires a polished and upbeat representative.
  • The role supports revenue by converting inquiries into booked and paid appointments while keeping the schedule tightly managed.
About the Role:
  • This is a full time Virtual Assistant role focused on inbound calls and lead conversion for a luxury med spa.
  • The VA will answer and return calls using the clinic’s VoIP phone system.
  • The VA will schedule and reschedule appointments accurately using scripts and service guidelines.
  • The role includes monitoring GoHighLevel, supporting AI responses, handling texts and emails, and following up on unconfirmed appointments.
  • Success in this role requires strong phone presence, sales confidence, attention to detail, and emotional intelligence when working with clients.

Key Responsibilities

  • Inbound calls, VoIP support, and responsiveness

  • Answer all inbound calls through the clinic VoIP phone system during scheduled hours
  • Return missed calls and voicemails promptly
  • Handle high volume short calls confidently and professionally
  • Maintain a friendly, upbeat, luxury brand tone on every call
  • Use scripts and FAQs to guide conversations while sounding natural

Scheduling, rescheduling, and calendar management

  • Schedule and reschedule appointments accurately based on scripts and service guidelines
  • Ensure the correct booking path is used every time, including booking the correct service type and next step
  • Track calendar gaps and proactively tighten the schedule by moving clients into earlier openings when possible
  • Support outbound calls as needed for scheduling follow ups and calendar optimizatio
Lead conversion and paid booking performance
  • Convert inbound inquiries into booked appointments using a confident and consultative approach
  • Drive the deal and close by guiding callers toward the best next step and securing commitment
  • Ensure conversions include completed payment through the system under the VA name
  • Support continuous improvement toward KPIs tied to bookings and revenue

GoHighLevel monitoring, AI oversight, and message handling

  • Monitor GoHighLevel consistently throughout the day

  • Step in immediately when AI responses are incorrect, incomplete, or when a lead requires a call back

  • Respond to inbound texts and messages promptly and accurately

  • Keep conversations organized and ensure no message is missed or left without follow up


Appointment confirmations, pre visit follow ups, and escalation

  • Follow up with clients who have not confirmed their appointment the day before

  • Call and text clients to confirm appointments and reduce last minute gaps

  • Flag high risk appointments early and notify the manager with clear context and recommended next steps

  • Escalate medical concerns or sensitive issues appropriately and quickly

  • Use sound judgment in edge cases requiring empathy and de escalation


 Qualifications & Skills

  • Required

  • Proven experience in lead conversion, appointment setting, inside sales, or phone based front desk roles
  • Med spa, aesthetics, medical office, wellness clinic, dental, or other appointment based service experience strongly preferred
  • Strong phone presence with clear and confident English
  • Experience using GoHighLevel in a client facing role
  • Comfortable closing and guiding clients toward a booked outcome
  • High attention to detail with accurate scheduling habits
  • Ability to manage multiple channels at once including calls, texts, messages, and email
  • Strong follow through and task ownership
  • Comfortable using scripts and FAQs while remaining personable
  • Experience monitoring inboxes and responding quickly in time sensitive environments
  • Ability to escalate appropriately and keep leadership informed

Preferred Experience

  • Zenoti experience

  • Experience improving calendar utilization and reducing schedule gaps

  • Spanish is a plus but only occasionally needed

Personality Traits

  • Friendly, upbeat, and naturally engaging over the phone

  • Sales confident with a calm and consultative style

  • Emotionally intelligent and empathetic with strong judgment

  • Proactive and solutions oriented

  • Reliable, consistent, and highly responsive during scheduled hours

  • Coachable and open to feedback

  • Comfortable thinking outside the box while following established processes
     

 Submit your application today and take the first step toward your next great opportunity!

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