Appointment Setter & Admin VA

Appointment SetterAppointment SetterFull TimeRemoteMid LevelTeam 51-200

Location

Latin America (LATAM) + 1 moreAll locations: Latin America (LATAM) | Southern Africa

Posted

12 days ago

Salary

$5 - $7 / hour

Seniority

Mid Level

No structured requirement data.

Job Description

Appointment Setter & Admin VA

Inside Out Hiring

Role Description We are seeking an Appointment & Administrative Coordination Specialist who will play a critical role in maximizing appointment volume, optimizing schedules, and supporting daily administrative operations across multiple franchise locations. Unlike a traditional customer service role, this position focuses heavily on proactive outbound engagement. Your mission will be to revive inactive leads, re-engage prospects, fill schedule gaps, coordinate appointments, and ensure operational efficiency across the business. The ideal candidate is assertive, highly organized, comfortable with outbound communication, and motivated by achieving measurable results. Key Responsibilities - Lead Management & Outbound Outreach - Rapidly follow up with warm leads generated through: - Company website inquiries - Facebook / Meta Business Suite - Third-party lead generation partners - Execute outbound call and text campaigns to revive: - Abandoned leads - Inactive prospects - Previously interested customers - Re-engage previous customers who requested information but never scheduled services - Maintain consistent follow-up sequences to maximize conversion opportunities - Appointment Setting & Schedule Optimization - Monitor technician and salesperson schedules daily - Identify appointment gaps and proactively fill open time slots - Contact customers with future appointments when cancellations occur and move appointments forward when possible - Schedule free service estimates accurately across multiple U.S. time zones - Coordinate bookings using company scheduling software and CRM platforms - Maximize calendar efficiency and team utilization - Customer Relations & Account Management - Respond to existing customer inquiries regarding: - Account updates - Service requests - Follow-up actions - Customer feedback - Review customer feedback pipelines and identify accounts requiring additional attention - Document action items and coordinate follow-up activities - Maintain a professional, relationship-focused customer experience at all times - Operations & Administrative Support - Maintain and organize Google Workspace systems including: - Gmail - Google Drive - Google Docs - Google Sheets - Ensure all customer communications are documented accurately within CRM systems - Maintain detailed records of: - Calls - Text messages - Customer interactions - Follow-up activities - Assist management with administrative projects, data entry, reporting, and operational support during slower outreach periods Qualifications - Native-level or fully fluent English communication skills - Exceptional written English, grammar, texting, and professional communication abilities - Clear pronunciation and confidence communicating with U.S.-based customers - Ability to build rapport quickly and guide conversations effectively - Proven experience in one or more of the following: - Appointment Setting - Outbound Follow-Up - Inside Sales - Lead Nurturing - Customer Retention - Customer Service - Administrative Coordination - Strong administrative experience is equally important for success in this role Core Competencies - Proactive & Self-Motivated: Takes initiative and follows through without constant oversight - Confident & Resilient: Handles rejection professionally and remains persistent - Organized: Maintains accurate records and effectively manages multiple priorities - Professional: Communicates with confidence while maintaining excellent customer service standards - Adaptable: Able to quickly learn systems, processes, and changing business needs - Tech-Savvy: Comfortable learning new software and leveraging AI tools to improve efficiency Preferred Tech Stack Experience - Scheduling & CRM Platforms: - Vonigo - Nifty CRM - Comparable scheduling or CRM platforms - Communication Systems: - Clarity Phone Systems - Cloud-based phone and SMS platforms - Daily Productivity Tools: - Google Workspace (Gmail, Calendar, Drive, Docs, Sheets) - Facebook / Meta Business Suite Why Join? - Growth-Focused Organization: Join an industry-leading company that continues to expand across multiple markets - High-Impact Role: Directly contribute to appointment generation, operational efficiency, and business growth - Performance-Based Rewards: Earn additional bonuses for exceptional performance and results - Supportive Team Environment: Work alongside experienced leaders who value initiative, accountability, and professional development - Long-Term Opportunity: Become a trusted member of a rapidly growing organization with room for advancement

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