Client Support & Scheduling Specialist
Appointment Setting, Client Support & Lead Coordination | Remote | U.S. Hours
About the Role
At Pavago, 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 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
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 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:
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 &
Apply Now
If you:
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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