Client Support & Scheduling Specialist

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.

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