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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Originally posted on Himalayas