Hybrid Virtual Assistant – Client Coordinator & Social Media / Lead Outreach

Location: Remote (working US time zone; candidate can be based in South Africa, Latin America, Philippines or other location with overlapping hours)
Compensation: US $1,000–1,300/month (starting)
Industry: Health & Fitness / Physical Therapy / Sports Performance
Schedule: Full-time, 40 h/week, aligned to US Eastern Time (or practice time zone)

About the Company

A solo-practitioner physical therapy and sports performance practice combining physical therapy services with sports training and rehabilitation. The practice operates with a personalized, client-centric approach, focusing on delivering high-quality therapy and performance outcomes. As the business grows, the goal is to scale client intake and outreach while maintaining high standards of personal care and professionalism.

Role Overview

This role exists to support the practice in managing high lead volume generated from digital ad campaigns and social media outreach. The Virtual Assistant will serve as the owner’s right hand: coordinating client intake, scheduling, payments, communications, and warm follow-up with leads. Additionally, the VA will help manage social media presence, engage with potential clients, and assist in basic content administration. Success in this role will directly enable the practice to convert more leads into clients, streamline operations, and allow the owner to focus on delivering services.

Key Responsibilities

Respond to incoming inquiries from website contact forms, social media, and ad leads.
Warm-call or message leads generated from digital ads to qualify interest and schedule consultations.
Manage calendar scheduling for consultations, therapy sessions, follow-ups, and reminders.
Handle payment collection and invoicing for clients.
Maintain client records and follow-up logs.
Manage social media platforms (e.g., Facebook & Instagram): monitor DMs, respond to follower messages, engage with new followers, and perform outreach to leads.
Support basic social media content administration (e.g., uploading posts, scheduling posts, basic engagement).
Coordinate client communication, confirmations, reminders, and post-session follow-ups.
Provide regular updates to the owner on lead flow, scheduled sessions, and client pipeline.
Assist with any ad-lead overflow to ensure no warm lead goes uncontacted.

Hard Skills & Qualifications

Proven experience in a customer service, client-coordination, VA, or sales-support role.
Excellent verbal and written communication skills in English.
Comfortable making warm outreach calls and/or handling DMs / messaging.
Familiarity with social media platforms and basic content/admin tasks.
Basic payment processing or invoicing experience.
Strong organizational skills and ability to manage scheduling and follow-up.

Soft Skills

Dependable, proactive, and able to take initiative.
Friendly and professional communication style.
Ability to multitask and manage a high volume of leads without losing attention to detail.
Empathetic and client-centric mindset — able to handle sensitive client inquiries professionally.
Self-motivated and comfortable working remotely with minimal supervision.

About the Candidate

The ideal candidate is a reliable virtual assistant with customer service or sales-coordination experience. They are comfortable with both phone and messaging outreach, can manage scheduling and payment logistics, and have a basic sense of social media engagement. They should be organized, responsive, and able to manage multiple responsibilities — from client intake to social media admin — while maintaining professionalism and empathy. A background in health or fitness is a plus but not required.

Why This Role Matters

Filling this role will allow the practice to handle incoming leads more efficiently, prevent potential clients from slipping through the cracks, and scale operations — without compromising on client communication or service quality. This position is critical to converting ad leads into paying clients, which is the foundational growth engine for the practice.

Suggested Salary Range & Rationale

Target compensation is US $1,000–1,300 per month, reflecting comparable rates for full-time remote VAs in South Africa, Latin America, or similar regions, while still being affordable for a solo-practitioner business. This range balances cost efficiency with fair compensation for a full-time, multi-function VA covering coordination, outreach, and social media support.

Hybrid Virtual Assistant – Client Coordinator & Social Media / Lead Outreach - 60956317772 [CG]