Client Support & Scheduling Specialist

📞 Client Support & Scheduling Specialist

Full-Time Remote | U.S. Business Hours

🚀 About the Role

We’re hiring a highly organized and phone-confident Client Support & Scheduling Specialist to support day-to-day operations, manage inbound leads, and keep the scheduling pipeline running smoothly.

This is not a passive admin role.

You’ll be one of the first points of contact for potential clients — responsible for

• Responding quickly to inquiries
• Following up consistently
• Qualifying leads
• Turning conversations into booked appointments

This role is ideal for someone who thrives in

• Client-facing communication
• Appointment setting
• Operational coordination
• Fast-paced service environments

If you’re proactive, detail-oriented, and confident on the phone, this role is a strong fit.

🔥 What You’ll Own

Phone & Lead Management

• Handle inbound and outbound calls professionally and confidently
• Respond quickly to new leads and inquiries
• Follow up consistently to maximize appointment conversions
• Qualify leads based on company criteria
• Guide prospects through the scheduling process
• Maintain strong communication throughout the client journey

Appointment Setting & Calendar Coordination

• Schedule appointments between prospects and internal teams
• Manage calendars and avoid scheduling conflicts
• Send reminders and confirmations before appointments
• Handle cancellations and rescheduling efficiently
• Ensure no qualified opportunity slips through the pipeline

CRM Management & Pipeline Tracking

• Maintain accurate lead records inside the CRM
• Log:
• Calls
• Notes
• Appointment updates
• Follow-ups
• Keep pipeline stages organized and updated
• Ensure strong documentation discipline and clean workflows

Administrative & Operational Support

• Support day-to-day administrative coordination
• Manage email follow-ups and operational communication
• Maintain organized digital records and systems
• Assist leadership and internal teams with operational needs as required

• 💻 What We’re Looking For
• Required Experience & Skills

• Based in Latin America
• Fluent, professional English with a neutral or clear accent
• Strong and confident phone communication skills
• Experience in:
• Appointment setting
• Customer service
• Scheduling
• Client support
• Administrative coordination
• Experience using CRM systems
• Strong organization and multitasking abilities
• Comfortable working U.S. business hours
• Ability to work independently with minimal supervision

⭐ Nice-to-Have Experience

• Experience in:
• HVAC
• Roofing
• Landscaping
• Contractor services
• Home services industries
• Familiarity with:
• Google Calendar
• Calendly
• HubSpot
• Experience supporting U.S.-based clients or businesses

🧠 What Makes You a Strong Fit

• You are confident and professional on the phone
• You respond quickly and follow through consistently
• You are highly organized and detail-oriented
• You enjoy helping people and guiding conversations
• You stay calm managing multiple priorities
• You proactively solve problems instead of waiting for direction

📅 What a Typical Day Looks Like

• Respond to inbound calls and lead inquiries
• Follow up with prospects and schedule appointments
• Update CRM records and pipeline activity
• Coordinate calendars and confirmations
• Send reminders and manage reschedules
• Support operational and administrative workflows
• Communicate with internal team members to keep schedules organized

In short

You keep the pipeline moving by ensuring leads are contacted quickly, appointments are booked efficiently, and operations remain organized and responsive.

📊 Key Metrics for Success (KPIs)

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

🌟 Why This Role Stands Out

• High-impact client-facing role
• Strong ownership over scheduling and lead coordination
• Opportunity to work directly with U.S.-based clients and teams
• Fast-paced environment with clear growth opportunities
• Remote flexibility with structured operational systems
• Direct impact on company revenue and pipeline performance

🧪 Interview Process

• Application Review
• Initial Screening
• Role-Specific Interview
• Final Interview

👉 Apply Now

If you

• Are confident communicating on the phone
• Enjoy scheduling and operational coordination
• Can manage leads and appointments efficiently
• Thrive in fast-moving environments

This role is a strong fit for professionals who enjoy client communication, operational execution, and keeping high-volume scheduling pipelines organized and moving smoothly.