We are seeking a detail-oriented Appointment Scheduler and VA to manage our client appointments and day-to-day tasks efficiently. Your role will involve coordinating schedules, confirming appointments, and ensuring smooth communication between clients and our team. The ideal candidate will have strong organizational skills and a proactive approach to problem-solving. If you're reliable and can maintain a professional demeanor, we want to hear from you!
Must have excellent (native) English.
Excellent lead lists will be provided.
Key Responsibilities:
Appointment Scheduling: Contact prospective and existing clients via phone, email, or other communication methods to schedule appointments, meetings, or consultations.
Lead Qualification: Qualify leads by gathering relevant information, ensuring they meet the criteria for booking appointments.
Calendar Management: Maintain and manage the team’s calendars, ensuring all appointments are accurately scheduled and confirmed.
Follow-ups: Send appointment reminders and follow-up communications to clients to confirm attendance and reschedule if necessary.
Data Entry & CRM Management: Update and maintain client records in the CRM system with accurate details regarding appointments, contact information, and communication history.
Customer Service: Provide excellent customer service, answering questions and providing basic information about the company’s services, policies, and processes.
Collaboration: Work closely with sales, marketing, and other departments to ensure seamless scheduling and communication.
Performance Tracking: Track and report appointment scheduling metrics, such as conversion rates and customer satisfaction, to management.
Skills & Qualifications:
Strong Communication Skills: Excellent verbal and written communication skills to interact effectively with clients and internal teams.
Organizational Skills: Highly organized with the ability to manage multiple calendars and tasks simultaneously.
Attention to Detail: Ability to accurately record and track appointment details and ensure no scheduling conflicts.
Proficiency with Technology: Comfortable using scheduling software, CRM systems, and Microsoft Office Suite (or equivalent).
Customer-Focused: A positive, professional, and friendly demeanor when dealing with clients.
Problem Solving: Ability to quickly assess situations, address concerns, and offer solutions in a timely manner.
Time Management: Able to prioritize tasks effectively and manage time efficiently.
Experience & Education:
1-2 years' experience in appointment setting required.
Government and large corporate client experience a big plus.
Previous experience in a customer service or administrative role is a big plus.
Experience with appointment scheduling software or CRM systems (e.g., Salesforce, HubSpot) is desired.
High school diploma or equivalent required; additional education or certification is a big plus.
Working Conditions:
9:00 AM - 6:00 PM, Pacific/Mountain/Central/Eastern times zones Monday to Friday
How to Apply:
Interested candidates should submit a resume and a brief cover letter outlining their qualifications and interest in the position to via UpWork.
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