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 directl