Client Support & Scheduling Specialist

Job Title: Client Support & Scheduling Specialist

Location: Remote
Working Hours: U.S. Business Hours
Employment Type: Full-Time

About the Role

We are hiring a Client Support & Scheduling Specialist to support day-to-day operations and ensure leads are handled quickly, professionally, and efficiently.

This is a phone-first, client-facing role where you will manage inbound inquiries, follow up with leads, and schedule appointments that directly impact the company’s pipeline. You will play a key role in keeping operations organized and ensuring no opportunity is missed.

If you are confident on the phone, highly organized, and proactive — this role is for you.

Key Responsibilities

Phone & Lead Management

• Handle inbound and outbound calls in a professional and engaging manner
• Follow up with leads promptly and consistently to maximize conversion
• Qualify leads based on defined criteria and move them through the pipeline
• Maintain accurate and up-to-date records of all interactions in the CRM

Appointment Setting & Calendar Management

• Schedule and confirm appointments between leads and internal team
• Manage and maintain calendars to avoid conflicts or missed opportunities
• Send reminders and follow up with prospects ahead of scheduled appointments
• Handle rescheduling and cancellations efficiently and professionally

General Office Administration

• Support daily administrative tasks to ensure smooth operations
• Manage emails, correspondence, and follow-ups as needed
• Maintain organized digital records and systems
• Assist with additional operational needs as they arise

Key Requirements

Non-Negotiables

• Based in Latin America with fluent, neutral, professional English
• Strong and confident phone presence — clear communication is critical
• Proven experience in appointment setting, customer service, or administrative roles
• Highly organized with strong attention to detail
• Self-motivated and able to work independently
• Comfortable working U.S. business hours
• Experience using a CRM system to track leads and interactions

Nice to Have

• Experience in home services or contractor industries (HVAC, roofing, landscaping, etc.)
• Familiarity with Google Calendar, Calendly, or similar tools
• Experience handling U.S.-based clients

What a Typical Day Looks Like

• Respond to inbound leads and inquiries
• Follow up with prospects to move them toward booked appointments
• Manage and update the calendar
• Log all activities in the CRM
• Coordinate with internal team on scheduling
• Support ongoing administrative tasks

Execution, organization, and consistency drive success in this role.

KPIs You’ll Be Measured On

• Number of qualified appointments booked
• Lead response time
• Appointment show rate
• CRM accuracy and activity tracking
• Pipeline movement and efficiency

Tech Stack & Tools

• CRM systems (HubSpot or similar)
• Scheduling tools (Google Calendar, Calendly)
• Communication tools (phone, email)

Interview Process

1. Application Review
2. Initial Screening
3. Role-Specific Interview
4. Final Interview