Client Support & Scheduling Specialist

Client Support & Scheduling Specialist

Appointment Setting, Client Support & Lead Coordination | Remote | U.S. Hours

Position Type: Full-Time, Remote Location: Latin America Working Hours: U.S. Business Hours

About the Role

At Pavago, one of our clients is hiring a highly organized and phone-confident Client Support & Scheduling Specialist to manage inbound leads, coordinate appointments, and support day-to-day operations.

This is not a passive administrative role.

You’ll be one of the first points of contact for prospective clients, responsible for turning incoming interest into qualified, scheduled appointments.

You’ll own:

• Inbound and outbound calls

• Lead follow-up

• Lead qualification

• Appointment setting

• Calendar coordination

• CRM and pipeline management

• Client communication

• Administrative support

If you’re confident on the phone, highly responsive, and know how to keep leads moving through a scheduling pipeline, 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 client inquiries

• Conduct consistent follow-up with prospects

• Qualify leads according to company criteria

• Understand prospect needs and guide conversations appropriately

• Move qualified prospects toward booked appointments

• Maintain professional communication throughout the client journey

• Ensure promising leads never go cold because of missed follow-up

Appointment Setting & Calendar Coordination

Own the scheduling process from initial interest through confirmed appointment.

You’ll:

• Schedule appointments between prospects and internal teams

• Coordinate availability across calendars

• Avoid double bookings and scheduling conflicts

• Send appointment confirmations and reminders

• Handle cancellations and rescheduling

• Follow up to improve appointment attendance

• Keep schedules organized and current

• Ensure qualified opportunities move efficiently through the pipeline

CRM & Pipeline Management

Maintain accurate and organized lead records inside the CRM.

Document:

• Calls

• Prospect conversations

• Qualification notes

• Appointment details

• Follow-up requirements

• Lead status changes

You’ll also:

• Keep pipeline stages accurate and up to date

• Track leads requiring additional follow-up

• Maintain strong CRM hygiene

• Ensure internal teams have clear context before appointments

• Keep documentation structured and reliable

Client Communication & Follow-Up

• Communicate professionally through phone and email

• Answer routine questions and guide prospects through next steps

• Maintain responsive communication with active leads

• Re-engage prospects when appropriate

• Handle scheduling-related questions and changes

• Create a positive first impression of the business

Administrative & Operational Support

• Support day-to-day administrative coordination

• Manage email follow-ups and operational communication

• Maintain organized digital records

• Update internal trackers and systems

• Coordinate with internal team members regarding appointments and leads

• Assist leadership with operational requests as needed

• Identify scheduling or workflow issues before they create problems

Required Experience & Skills

• Based in Latin America

• Fluent, professional English with a clear or neutral accent

• Strong and confident phone communication skills

• Experience in one or more of the following:

• Appointment setting

• Customer service

• Scheduling

• Client support

• Administrative coordination

• Experience using CRM systems

• Strong organizational and multitasking ability

• Excellent follow-up discipline

• Strong written communication skills

• Comfortable managing multiple leads and appointments simultaneously

• Comfortable working during U.S. business hours

• Ability to work independently with minimal supervision

• Reliable remote work setup and internet connection

Nice to Have

Experience within:

• HVAC

• Roofing

• Landscaping

• Contractor services

• Home services

Familiarity with tools such as:

• Google Calendar

• Calendly

• HubSpot

Experience supporting U.S.-based businesses or clients is also highly preferred.

What Makes You a Strong Fit

You:

• Are confident and natural on the phone

• Build rapport quickly with prospective clients

• Respond to new inquiries with urgency

• Follow up consistently without needing reminders

• Are highly organized and detail-oriented

• Enjoy helping people and guiding conversations

• Stay calm when managing multiple priorities

• Understand that speed-to-lead matters

• Keep CRM records accurate and organized

• Proactively solve scheduling and operational problems

• Take ownership of leads from initial contact through appointment booking

What a Typical Day Looks Like

Your day may include:

• Responding to new inbound leads

• Answering prospective client calls

• Calling back leads who submitted inquiries

• Qualifying prospects based on company criteria

• Scheduling qualified appointments

• Sending confirmations and reminders

• Following up with unresponsive prospects

• Managing cancellations and reschedules

• Updating CRM records and pipeline stages

• Coordinating calendars with internal teams

• Sending email follow-ups

• Supporting administrative and operational workflows

In short: you keep the pipeline moving by ensuring leads are contacted quickly, followed up consistently, and converted into properly scheduled appointments.

Key Metrics for Success

• Number of qualified appointments booked

• Lead response time

• Lead-to-appointment conversion rate

• Appointment show rate

• Follow-up completion rate

• CRM accuracy and documentation quality

• Pipeline movement and scheduling efficiency

• Client communication quality and responsiveness

Why This Role Stands Out

• High-impact, client-facing position

• Direct ownership of lead and appointment coordination

• Work directly with U.S.-based businesses and teams

• Clear and measurable performance expectations

• Direct impact on pipeline and revenue

• Fully remote environment

• Opportunity to gain experience in U.S. home services and service-based businesses

• Career growth into:

• Senior Appointment Setter

• Client Success

• Sales Development

• Operations Coordination

• Account Management

Interview Process

• Application Review

• Initial Screening

• Role-Specific Interview

• Final Interview

• Offer & Onboarding

Apply Now

If you:

• Are based in Latin America

• Speak fluent, professional English

• Are confident communicating on the phone

• Have experience with appointment setting, customer service, or scheduling

• Follow up consistently and respond to leads quickly

• Can keep calendars, CRM records, and pipelines organized

• Thrive in fast-moving, client-facing environments

We’d love to hear from you.

Important: Spark Hire Video Interview

As part of our application process, qualified candidates will be invited to complete a one-way video interview through Spark Hire.

This is your opportunity to introduce yourself and demonstrate your spoken English, phone communication style, client service experience, appointment-setting ability, and overall professionalism.

We recommend sharing specific examples of your experience handling inbound or outbound calls, qualifying leads, booking appointments, managing follow-ups, using CRM systems, and supporting U.S.-based clients or service businesses. If possible, include measurable results such as the number of calls handled, appointments booked, conversion rates, or show rates.

Please complete your Spark Hire interview promptly after receiving the invitation. Candidates who do not complete the video interview may not move forward in the hiring process.

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