Client Support & Scheduling Specialist

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

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