Customer Service Specialist

Remote Chat and Email Representative

Remote Chat and Email Representative to prospective clients through clear, timely, and professional written communication. This role is ideal for someone who is organized, empathetic, and confident handling a high volume of inquiries while providing a positive experience in every interaction.

As a key part of the support team, you will help ensure accurate information, timely responses, and a welcoming first impression of the practice. You will play an important role in strengthening trust, improving responsiveness, and supporting smooth day-to-day communication across the organization.

What You'll Do

• Respond to incoming chat and email inquiries from prospective clients in a professional and courteous manner
• Provide accurate information about services, scheduling, general policies, and next steps based on internal guidelines
• Route complex or sensitive inquiries to the appropriate team members when needed
• Document customer interactions clearly and accurately in internal systems
• Follow up on unresolved messages to ensure timely resolution
• Monitor shared inboxes and chat platforms to maintain response time standards
• Identify common questions or recurring concerns and share insights with leadership to help improve service and communication
• Support administrative communication tasks as needed to help maintain efficient operations
• Protect company information by following privacy, confidentiality, and data handling procedures

What Success Looks Like

• Communication is handled with empathy, professionalism, and attention to detail
• Inquiries are documented thoroughly and escalated appropriately when necessary
• Response time and service quality standards are consistently met
• Internal teams are supported by organized communication and reliable follow-through

Required Qualifications

• Experience in customer service, administrative support, or a similar communication-focused role
• Strong written communication skills with excellent grammar, spelling, and tone
• Ability to manage multiple conversations and priorities while staying organized
• Comfort working independently in a remote environment
• Strong attention to detail and ability to follow established processes
• Basic proficiency with email platforms, chat tools, and computer systems
• Ability to handle sensitive information with discretion and professionalism
• Reliable internet connection and a productive remote work setup

Nice to Have

• Familiarity with scheduling systems, CRM platforms, or electronic documentation tools
• Experience supporting clients through written digital channels

Work Environment

• Fully remote role
• Primarily text-based communication through chat and email
• Collaboration with administrative support teams as needed
• Structured workflows with opportunities to contribute ideas for improving communication and service quality