Client Support & Scheduling Specialist
Pavago
Posted: March 17, 2026
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Quick Summary
A Client Support & Scheduling Specialist will play a key role in managing inbound inquiries, follow up with leads, and schedule appointments that directly impact the company’s pipeline. The ideal candidate will be able to work in a remote capacity and have excellent organizational and communication skills. The role requires a strong ability to prioritize tasks and manage multiple clients simultaneously.
Required Skills
Job Description
Job Title: Client Support & Scheduling Specialist
Location: Remote
Working Hours: U.S. Business Hours
Employment Type: Full-Time
About the Role
We are hiring a Client Support & Scheduling Specialist to support day-to-day operations and ensure leads are handled quickly, professionally, and efficiently.
This is a phone-first, client-facing role where you will manage inbound inquiries, follow up with leads, and schedule appointments that directly impact the company’s pipeline. You will play a key role in keeping operations organized and ensuring no opportunity is missed.
If you are confident on the phone, highly organized, and proactive — this role is for you.
Key Responsibilities
Phone & Lead Management
• Handle inbound and outbound calls in a professional and engaging manner
• Follow up with leads promptly and consistently to maximize conversion
• Qualify leads based on defined criteria and move them through the pipeline
• Maintain accurate and up-to-date records of all interactions in the CRM
Appointment Setting & Calendar Management
• Schedule and confirm appointments between leads and internal team
• Manage and maintain calendars to avoid conflicts or missed opportunities
• Send reminders and follow up with prospects ahead of scheduled appointments
• Handle rescheduling and cancellations efficiently and professionally
General Office Administration
• Support daily administrative tasks to ensure smooth operations
• Manage emails, correspondence, and follow-ups as needed
• Maintain organized digital records and systems
• Assist with additional operational needs as they arise
Key Requirements
Non-Negotiables
• Based in Latin America with fluent, neutral, professional English
• Strong and confident phone presence — clear communication is critical
• Proven experience in appointment setting, customer service, or administrative roles
• Highly organized with strong attention to detail
• Self-motivated and able to work independently
• Comfortable working U.S. business hours
• Experience using a CRM system to track leads and interactions
Nice to Have
• Experience in home services or contractor industries (HVAC, roofing, landscaping, etc.)
• Familiarity with Google Calendar, Calendly, or similar tools
• Experience handling U.S.-based clients
What a Typical Day Looks Like
• Respond to inbound leads and inquiries
• Follow up with prospects to move them toward booked appointments
• Manage and update the calendar
• Log all activities in the CRM
• Coordinate with internal team on scheduling
• Support ongoing administrative tasks
Execution, organization, and consistency drive success in this role.
KPIs You’ll Be Measured On
• Number of qualified appointments booked
• Lead response time
• Appointment show rate
• CRM accuracy and activity tracking
• Pipeline movement and efficiency
Tech Stack & Tools
• CRM systems (HubSpot or similar)
• Scheduling tools (Google Calendar, Calendly)
• Communication tools (phone, email)
Interview Process
• Application Review
• Initial Screening
• Role-Specific Interview
• Final Interview