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Hire a Scheduling Coordinator.

Bookings, reschedules and rosters, kept straight.

Also called: Virtual Scheduling Assistant, Calendar Manager, Booking Coordinator

From AUD $4.50 an hourAUD $4.50-22.50/hr

  • Professional services
  • Education & training
  • Mortgage & lending
Book a demoTalk now on Teams

A free 15-minute call on Teams.

  • Works your hours
  • Philippines hub, 2 to 3 hours behind Sydney
  • Month to month
What your Scheduling Coordinator gets doneSample day
  • Maintains one or more executive and team calendarsCalendar management
  • Books, reschedules and cancels appointmentsBooking and rescheduling
  • Assigns mobile notaries and signing agentsDispatch and rostering
  • Sends confirmations, reminders and preparation detailsAttendee communicationDoing
In your tools
  • Google Calendar
  • Gmail
  • Microsoft Outlook
  • Microsoft Bookings
  • Calendly
  • Zoom

Pick the level. See the price.

AUD $9an hourFull time, 38 hours a week, all-in

Level 2 of 4, also called mid-level.Recommended
A local mid-level adminAUD $31.11/hr
A tested Intermediate Scheduling CoordinatorAUD $9/hr
60-75% lessBasis: a Seat's hourly price against the hourly wage of a comparable local hire at the same level. Super and on-costs would add to the local cost.Local pay at the same level, before super and leave.

Owns one to three executive calendars or a full booking/interview queue end to end across time zones.

  • Fully scheduled interview loops with ATS updated
  • Weekly calendar audit with conflicts resolved
  • Configured Calendly/Acuity event types and reminder workflows

1-3 years managing calendars or a booking queue.

How the Intermediate level works

Per hour, all-in: recruiting, testing and management. Prices exclude GST.

What you hand to your Scheduling Coordinator

Tasks

  • Calendar management

    • Maintains one or more executive and team calendars
    • Finds and resolves conflicts, double-bookings and missing video links
    • Manages recurring meetings, meeting-room and resource bookings

  • Booking and rescheduling

    • Books, reschedules and cancels appointments
    • Coordinates multi-party meetings across AU/NZ, UK and US time zones
    • Runs interview loops end to end

  • Dispatch and rostering

    • Assigns mobile notaries and signing agents
    • Builds weekly rosters for practitioners, tutors or instructors
    • Manages class and appointment capacity, waitlists and recurring bookings

  • Attendee communication

    • Sends confirmations, reminders and preparation details
    • Handles inbound booking requests from the shared inbox, chat and phone

  • Reporting and process

    • Tracks no-shows, late cancellations, utilisation and time-to-book
    • Maintains the scheduling SOP, booking rules

Tested before you meet them

  1. Written scheduling communication testAll levels30 min
  2. Multi-time-zone calendar puzzleAll levels45 min
  3. Booking tool configuration testIntern to Expert30 min
  4. Inbox-to-calendar speed drillIntern and Intermediate20 min
  5. Live disruption role-playIntermediate and up20 min
  6. Scheduling system design caseExpert and Specialist60 min

One score on every profileSample shown

87%

Three checks before your shortlist

  • Skills tested: A skills test for the role, marked by a senior
  • English and comms: written English tested, spoken English checked on a call
  • ID, work history and references: photo ID, past roles and two referees

From booked call to day one

  1. Step 1: Book a demo

    Tell us the role, your hours and your tools.

  2. Step 2: Meet your shortlist

    Their level and hourly price, tested before you meet.

  3. Step 3: Pick your person

    Month to month. We handle the contract, the equipment and the onboarding, and make sure it all runs.

  4. Step 4: They start work

    In your tools, within 12 to 48 hours of a successful interview.

Questions answered

An Intern Scheduling Coordinator is AUD $4.50 an hour, Intermediate AUD $9, Expert AUD $14 and Specialist AUD $22.50, full time (38 hours a week). That is all-in: recruiting, testing and management, month to month. Prices exclude GST.

Calendar management, booking and rescheduling, dispatch and rostering and attendee communication, run to your priorities. You choose what they own first.

Six practical tests, marked by a senior, including written scheduling communication test, multi-time-zone calendar puzzle and booking tool configuration test. You see the score before you meet.

Tell us and we replace them free, with a new shortlist of tested people to meet. Seats are month to month with 30 days' notice.

More questions

Within 12 to 48 hours of a successful interview. First you meet your shortlist, interview the people you like and pick your person.

Yes. Your Scheduling Coordinator works your business hours in your time zone and joins your Teams or Slack like anyone else. The hub matched to Australia & NZ clients is in the Philippines, 2 to 3 hours behind Sydney.

Yes, where it helps. Your Scheduling Coordinator works in the AI tools you already use. They use AI for first drafts and routine work, check every output, and follow your AI policy. You can ask for no AI on any task.

An Intermediate Scheduling Coordinator owns one to three executive calendars or a full booking/interview queue end to end across time zones. An Expert Scheduling Coordinator owns scheduling outcomes and handles exceptions with external stakeholders. We usually recommend Intermediate.

It stays under your rules: your admin settings and AI policy apply. Our talent rules ban client data in personal or free AI accounts, and passwords, card numbers, health details and ID numbers never go into any AI tool.

You direct the work day to day. We handle recruiting, equipment and quality checks.

Yes. Every Scheduling Coordinator is tested live in the tools on your job description, such as Google Calendar and Gmail, before you meet them.

In week one: adds the coordinator as a named user in the booking tool, ATS or dispatches platform; hold a 30-minute preference interview with the calendar owner; and hands over existing SOPs, booking rules and confirmation/reminder templates. You agree the first priorities with them on day one.

Yes. It's also called Virtual Scheduling Assistant, Calendar Manager and Booking Coordinator. Same tasks, tests and prices, whatever the name.

Their written English, with a scored test, and their spoken English, on a call with us. We also check their ID, work history and references.

Yes. You meet your shortlist on a short call and pick the person you want. Nobody joins without your yes.

In our talent hubs in the Philippines, Vietnam, Kenya, Nigeria, Brazil and Colombia, and we hire from 60+ countries. Wherever they are, they work your hours.

Pay only for the hours they work. All your Seats are on one bill, and Studio plans are billed monthly.

It can, at most once a year. Your person's hourly rate may rise by up to 5% a year, from the first anniversary of the Seat's start, with 60 days' notice and the right to end the Seat before it applies.

Only when you and your person both agree to it in advance. Otherwise they work the hours you set, and you pay for the hours they log.

You aren't charged for hours your person doesn't work, apart from paid leave. After their third month, your person earns 8 hours of paid leave a month. Paid leave hours are charged at their usual rate.

Your person logs their hours each day in the Get Hands client app, where you can see them. Your next invoice is adjusted to those hours.

Yes, with no minimum hours. From 20 to 37 hours a week, the hourly rate is 10% higher than full-time. Under 20 hours, it's 20% higher.

Yes. Tell us the roles on a call and we shortlist tested people for each.

Yes. You give them access in your own systems, and you can change or remove it at any time.

They get their own login in each of your systems, never a shared one. Any password that has to be shared goes through your own password manager, never email, chat, code or prompts.

A tested shortlist within 72 hours of your call, or your first week is free. That's part of The Right Hands Guarantee.

Yes. Call us on +61 3 4421 6491, or choose Talk now on the booking form for a Microsoft Teams link straight away, any time.

Book a 15-minute demo on Microsoft Teams, any time, day or night. We show you the people, levels and prices that fit. No obligation.

Meet the people who fit your work.

A 15‑minute call on Teams. You leave knowing the level you need and its hourly price.

Book a demoTalk now on Teams

Talk now is live on Teams, any time.