$10 - $15
About Rev Up! Ops
We are a business operations management firm that helps small businesses and startups optimize their processes. Our services include business operations improvement, technology and marketing management, remote team coordination, and financial management. By automating and streamlining both front-end and back-end operations, they enable founders to focus on scaling their businesses efficiently.
The Calendar Scheduler will be responsible for efficiently managing the schedules of coaching clients, ensuring seamless coordination between the coach and clients. This role requires excellent organizational skills, communication abilities, and a strong attention to detail. The scheduler will act as the primary point of contact for all scheduling inquiries, ensuring that coaching sessions, meetings, and events are arranged and confirmed in a timely manner.
Key Responsibilities:
- Schedule Coordination:
- Manage and maintain the coach's calendar, ensuring all coaching sessions, appointments, and meetings are accurately scheduled.
- Coordinate between clients and the coach to find mutually convenient times for sessions.
- Adjust and reschedule sessions as necessary, based on client or coach availability.
- Client Communication:
- Serve as the primary point of contact for clients regarding session scheduling.
- Send timely reminders to clients regarding upcoming sessions, cancellations, or changes in the schedule.
- Provide clients with any necessary information about session logistics (e.g., meeting links, location details).
- Session Planning:
- Collaborate with the coach to plan and prepare the schedule for upcoming weeks or months.
- Block off time for important events, preparation, or administrative work, ensuring the coach has adequate time for non-client-related activities.
- Keep track of recurring sessions and ensure proper scheduling for long-term clients.
- Time Zone Management:
- Manage scheduling across multiple time zones to accommodate international clients.
- Ensure accurate scheduling by considering the coach's and clients' locations and time zone differences.
- Conflict Resolution:
- Identify and resolve any scheduling conflicts, ensuring minimal disruption to the coach’s or clients' availability.
- Offer alternative solutions promptly when conflicts arise, keeping all parties informed.
- Administrative Support:
- Maintain records of all sessions, cancellations, and rescheduled meetings.
- Ensure accurate tracking of hours worked by the coach, especially in cases of package deals or limited-session clients.
- Provide weekly or monthly reports of session scheduling to the coach, including attendance or cancellations.
- Scheduling Tools & Software:
- Proficiently use scheduling tools (e.g., Google Calendar, Calendly, etc.) to ensure easy and automated scheduling.
- Keep the coach informed about any updates or potential improvements in scheduling software or methods.
- Availability Management:
- Regularly review and update the coach’s availability, ensuring that personal time, vacation, or holidays are accounted for in the calendar.
- Make sure that clients are informed well in advance of any changes to the coach's availability.
Qualifications:
- Strong organizational and time-management skills.
- Excellent written and verbal communication abilities.
- Proficiency with scheduling tools and calendar management software.
- Attention to detail and ability to handle multiple clients and schedules simultaneously.
- Experience working in a client-facing or administrative role is a plus.
- Ability to manage schedules across multiple time zones.
Key Success Factors:
- Clear, timely communication with both the coach and clients.
- Efficient handling of scheduling changes and conflicts.
- Proactive management of the coach’s calendar to optimize productivity.
Applying for the role
Please send your cover letter (Please no AI written) C/V or Resume and three verifiable references to the below.
revupops100@gmail.com