Scheduling Assistant (Philippines-based, Independent Contractor)

At Hunt St, we help Australian companies hire top remote talent in the Philippines. For this role, you will be engaged directly by the client as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote, so you'll be able to work from home.

The client is a privately owned Australian technology services provider specialising in managed IT support for schools. They deliver tailored, practical technology support designed to keep operations secure, efficient, and scalable, with a strong focus on responsiveness and client service.

Backed by an Australia-based team, they work closely with organisations to resolve technical issues quickly, improve systems reliability, and support long-term digital growth through simple, effective technology solutions.

The Role

We are seeking a highly organised and detail-oriented Scheduling Assistant to support day-to-day operations, communications, and scheduling across the business. This role combines administrative support, phone handling, and coordination tasks, ensuring smooth workflows and a consistently high level of service across internal teams and external stakeholders.

The ideal candidate is proactive, reliable, and an excellent communicator who can confidently manage calls, coordinate schedules, and keep operations running efficiently with minimal supervision.

Key Responsibilities:

Call Handling & Communication

• Answer incoming calls professionally and ensure a positive first point of contact
• Make outbound calls for scheduling, confirmations, follow-ups, and coordination
• Take accurate messages and ensure timely communication of key information
• Handle enquiries with clarity, patience, and a solutions-focused approach
• Maintain professional and friendly communication across all interactions

Scheduling

• Manage and maintain calendars for school visits
• Coordinate schedules across multiple stakeholders to avoid conflicts
• Send confirmations, reminders, and updates to ensure smooth attendance and follow-through
• Reschedule or adjust appointments as needed with minimal disruption
• Ensure all scheduling systems are consistently accurate and up to date

Administrative Support

• Perform general administrative duties including data entry and document management
• Maintain accurate records, databases, and internal systems
• Organise files and ensure information is properly stored and easy to access
• Support operational workflows and assist with day-to-day coordination tasks
• Help streamline administrative processes where improvements are identified

Operational & Team Support

• Provide reliable support to internal teams to ensure smooth daily operations
• Assist with basic coordination tasks across departments
• Ensure tasks are followed through accurately and completed on time
• Act as a dependable point of support for general business needs

Requirements

• Proven experience in scheduling, administrative support, customer service, or similar roles
• Excellent attention to detail with strong organisational skills
• Confident and professional phone manner
• Strong written and verbal communication skills
• Ability to manage multiple tasks and priorities efficiently
• High level of reliability, accountability, and consistency
• Comfortable working independently with minimal supervision
• Experience using scheduling tools, calendars, or basic CRM systems is an advantage
• Problem-solving mindset with a proactive approach to daily tasks

Useful Platform Experience:

• Google Workspace (Gmail, Calendar, Sheets, Docs)
• Calendly or similar scheduling tools
• CRM systems (basic use preferred)
• Zoom / Microsoft Teams / Google Meets