Customer Experience, Sales

Customer Experience, Sales & Operations Coordinator

Job Description - Customer Experience, Sales & Operations Coordinator

Customer Experience, Sales & Operations Coordinator

Remote | Full-Time | 40 hours/week
Rate: $5.50/hour + performance-based increase after 6 months
Tentative Schedule: Tuesday to Saturday, approximately 9:00 AM to 6:00 PM Central Time. Schedule may be adjusted based on business needs.

About the Role

We are looking for a highly organized, proactive Virtual Assistant to support a growing family entertainment business with customer service, sales follow-up, community outreach, marketing execution, and day-to-day remote operations.

This is not a traditional task-based VA role. You will be expected to take ownership of recurring responsibilities, recognize what needs attention, follow opportunities through completion, and work independently without waiting for daily instructions.

A major focus of the role is providing customers with a consistent and responsive experience, particularly for birthday parties, group visits, memberships, and other inquiries. The position also supports relationship-building with schools and community organizations to generate new business opportunities.

Key Responsibilities

• Answer and return customer calls, emails, voicemails, and online inquiries promptly and professionally.
• Assist customers with questions about birthday parties, group visits, memberships, admissions, schedules, policies, pricing, and availability.
• Follow up on birthday inquiries, missed calls, abandoned bookings, and prospective customers to help convert interest into confirmed bookings.
• Maintain consistent and accurate communication so customers receive the same information regardless of when or how they contact the business.
• Identify complaints, exceptions, or concerns that require management attention and escal...

2. Lead Management, Community Outreach & Growth

• Maintain CRM records, including contacts, opportunities, notes, pipeline stages, next steps, and follow-up dates.
• Proactively nurture active leads and follow up until opportunities are booked, completed, or appropriately closed.
• Research and conduct outreach to schools, PTOs, daycares, preschools, homeschool groups, sports organizations, churches, and community partners.
• Support opportunities such as group visits, field trips, fundraisers, community events, birthday parties, and partnership programs.
• Track outreach activity and provide clear visibility into pipeline progress, outstanding opportunities, and necessary follow-up actions.

3. Marketing & Remote Operations Support

• Manage approved customer email campaigns, audience segmentation, promotions, reactivation efforts, and basic campaign tracking.
• Maintain the content calendar, schedule approved social media posts, and assist with basic graphics and promotional materials.
• Support employee scheduling, recruiting coordination, onboarding administration, and routine communication with vendors, candidates, and partners.
• Maintain trackers, shared files, templates, documentation, and standard operating procedures for recurring processes.
• Assist with additional administrative needs such as ordering, inventory administration, payroll preparation, reporting, or website/content updates as assigned.

Required Qualifications

• Excellent spoken and written English.
• Professional, confident, and friendly phone presence.
• Experience in customer service, sales follow-up, lead management, relationship management, or a similar customer‑facing role.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Comfortable working independently in a remote environment.
• Strong follow-through and ability to act with appropriate urgency.
• Comfortable learning new systems, following processes, and documenting workflows.
• Availability to work during Central Time business hours.

Qualities We Value

• Ownership: You take responsibility for your work and do not need to be reminded repeatedly about outstanding tasks.
• Proactive thinking: You identify follow-ups, opportunities, and potential problems before they are pointed out.
• Clear communication: You communicate professionally and confidently with customers, partners, and internal team members.
• Attention to detail: You understand that small communication errors can create larger operational problems.
• Critical thinking and problem-solving: You can assess situations, determine the appropriate next action, and know when something should be escalated. Consultation
• Consistency and reli