Driving School Scheduler

Location: Remote (Must work on Eastern Standard Time - EST)
Job Type: Part-Time (Exactly 35 Hours per Week)
Salary: $3.00 / hour
Reporting to: Virtual Assistant Supervisor

Job Summary:
Aarcon Driving School is seeking a high-energy, detail-oriented Virtual Agent to manage student pipelines, instructor logistics, and scheduling for our Dayton, Ohio market. This position requires 35 hours per week, and mandatory rotating weekend shifts are required. We pride ourselves on our distinct brand promises: NO waitlists, same-day driving possibilities, a flexible $199 down payment plan, and full home pick-up/drop-off services.

Core Responsibilities:

Lead Nurturing: Process inbound leads in GoHighLevel (GHL), moving them from inquiry to "Deposit Paid."

Calendar Management: Coordinate daily behind-the-wheel driving schedules for instructors using Driver Ed Solution software.

Route Optimization: Geographically cluster lessons across Dayton to eliminate instructor downtime.

Retention: Execute automated text/email reminders to eliminate student no-shows.

Requirements:

Exceptional, completely fluent written and verbal English skills.

Hands-on experience or deep familiarity with GoHighLevel and Driver Ed Solution.

Ability to work 35 hours/week on EST, including mandatory rotating weekends.

Reliable computer, noise-canceling headset, high-speed internet, and power/internet backup plans.

How to Apply:
Submit your resume and include a 1-minute audio recording (via Loom or Vocaroo) introducing yourself and summarizing your calendar logistics or GoHighLevel experience.

APPLICANT SCREENING QUESTIONS
English Fluency: Rate your verbal and written English communication skills.

Native / Fully Fluent (Exceptional)

Advanced

Intermediate (Disqualify)

Beginner (Disqualify)

Software Experience: Which of the following tools have you actively used? (Select all that apply)

GoHighLevel (GHL)

Driver Ed Solution

Neither (Disqualify)

Availability: This role requires 35 hours per week on Eastern Standard Time (EST), including mandatory rotating weekends. Can you commit to this schedule?

Yes, fully available.

No (Disqualify)

Compensation Confirmation: Are you comfortable with the starting part-time salary of $3.00 per hour?

Yes

No (Disqualify)

THE 2-WEEK TRAINING ITINERARY
Week 1: Foundations, Systems, & Compliance (35 Hours)

Days 1–2 (12 Hours): Set up accounts in GHL and Driver Ed Solution. Memorize Aarcon's core hooks ($199 down, no waitlist, home pick-up). Study Ohio BMV compliance rules.

Days 3–5 (18 Hours): Practice GHL pipeline movements. Learn Dayton geography (Beavercreek, Kettering, Huber Heights, Trotwood) to map efficient instructor routes.

Day 6 - Weekend Shift (5 Hours): Live Zoom shadowing with the Virtual Assistant Supervisor during high-volume weekend booking slots.

Week 2: Calendar Ownership & Conflict Resolution (35 Hours)

Days 7–9 (12 Hours): Input active schedules into Driver Ed Solution. Group lessons geographically to cut travel gaps. Supervisor reviews all draft calendars.

Days 10–11 (18 Hours): Manage late-notice cancellations. Deploy 24/48-hour GHL reminder scripts to protect instructor hours.

Day 12 - Weekend Shift (5 Hours): Solo inbox and calendar management. End the shift with a 30-minute KPI performance review with the Supervisor.

GHL COMMUNICATON SCRIPTS
Initial Inquiry Script:
"Hi {{ contact.first_name }}, thank you for reaching out to Aarcon Driving School! ???? We have NO waitlist in the Dayton area, meaning your student can start classroom instruction today and get behind the wheel within 24 to 72 hours! We also offer free home pick-up and drop-off, and you can get started today with just a $199 down payment plan. Are you looking to enroll a Teen (under 21) or an Adult?"

24-Hour Retention Reminder:
"Hi {{ contact.first_name }}, this is your reminder from Aarcon Driving School. ???? {{ contact.first_name }} has a behind-the-wheel driving lesson scheduled for {{ appointment.start_time }}. Your instructor will pick you up directly from the address on file. Please reply CONFIRM to lock this in. Note: Cancellations made less than 24 hours in advance will incur a missed-lesson fee."

SUPERVISOR PERFORMANCE & DISCIPLINARY POLICY
Daily Scorecard Targets:

First Response Time (FRT): Under 15 minutes for new GHL leads.

Pipeline Conversion Rate: Minimum 15% of inquiries converted to a $199 deposit.

Calendar Capacity: Keep instructor driving logs at 90%+ efficiency.

Disciplinary Workflow:

Step 1: Verbal Warning via a private 10-minute video sync.

Step 2: Written Warning along with a mandatory 14-day Performance Improvement Plan (PIP).

Step 3: Final Written Warning stating next infraction results in contract termination.

Step 4: Immediate contract termination and instant revocation of all GHL/Driver Ed Solution logins.

Immediate bypass to Step 4 will occur for Gross Negligence (sharing system passwords, exporting customer data, or using profane language).

WEEKLY TIMESHEET & INVOICE FORMAT
Contractor Name: [Insert Name] | Rate: $3.00/hr | Total Hours: 35.0 | Total Due: $105.00 USD

Mon–Fri Shifts: 6.0 Hours per day (9:00 AM – 3:30 PM EST, 30-min break)

Weekend Shift: 5.0 Hours (10:00 AM – 3:30 PM EST, 30-min break)

Supervisor Approval Audit: Cross-check hours with active workstation logins and GHL timestamps before releasing payroll.

If you are ready to implement this, let me know if you would like me to draft an Internal Communication Guide to help your Scheduler, Supervisor, and field driving instructors communicate cleanly.

Change hours 10a to 4p