Job Description
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
- Application Review
- Initial Screening
- Role-Specific Interview
- Final Interview
