# Client Support & Scheduling Specialist

> Pavago · Costa Rica (Remote) · — · Posted 2026-05-06

**Workplace:** remote

## Description

### **📞 Client Support & Scheduling Specialist**

**Full-Time Remote | U.S. Business Hours**

### **🚀 About the Role**

We’re hiring a highly organized and phone-confident **Client Support & Scheduling Specialist** to support day-to-day operations, manage inbound leads, and keep the scheduling pipeline running smoothly.

This is not a passive admin role.

You’ll be one of the first points of contact for potential clients — responsible for:

-   responding quickly to inquiries,
-   following up consistently,
-   qualifying leads,
-   and turning conversations into booked appointments.

This role is ideal for someone who thrives in:

-   client-facing communication,
-   appointment setting,
-   operational coordination,
-   and fast-paced service environments.

If you’re proactive, detail-oriented, and confident on the phone, 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 inquiries
-   Follow up consistently to maximize appointment conversions
-   Qualify leads based on company criteria
-   Guide prospects through the scheduling process
-   Maintain strong communication throughout the client journey

### **Appointment Setting & Calendar Coordination**

-   Schedule appointments between prospects and internal teams
-   Manage calendars and avoid scheduling conflicts
-   Send reminders and confirmations before appointments
-   Handle cancellations and rescheduling efficiently
-   Ensure no qualified opportunity slips through the pipeline

### **CRM Management & Pipeline Tracking**

-   Maintain accurate lead records inside the CRM
-   Log:

-   calls
-   notes
-   appointment updates
-   follow-ups

-   Keep pipeline stages organized and updated
-   Ensure strong documentation discipline and clean workflows

### **Administrative & Operational Support**

-   Support day-to-day administrative coordination
-   Manage email follow-ups and operational communication
-   Maintain organized digital records and systems
-   Assist leadership and internal teams with operational needs as required

### **✅ Required Experience & Skills**

-   Based in Latin America
-   Fluent, professional English with a neutral or clear accent
-   Strong and confident phone communication skills
-   Experience in:

-   appointment setting
-   customer service
-   scheduling
-   client support
-   administrative coordination

-   Experience using CRM systems
-   Strong organization and multitasking abilities
-   Comfortable working U.S. business hours
-   Ability to work independently with minimal supervision

### **⭐ Nice-to-Have Experience**

-   Experience in:

-   HVAC
-   roofing
-   landscaping
-   contractor services
-   home services industries

-   Familiarity with:

-   Google Calendar
-   Calendly
-   HubSpot

-   Experience supporting U.S.-based clients or businesses

### **🧠 What Makes You a Strong Fit**

-   You are confident and professional on the phone
-   You respond quickly and follow through consistently
-   You are highly organized and detail-oriented
-   You enjoy helping people and guiding conversations
-   You stay calm managing multiple priorities
-   You proactively solve problems instead of waiting for direction

### **📅 What a Typical Day Looks Like**

-   Respond to inbound calls and lead inquiries
-   Follow up with prospects and schedule appointments
-   Update CRM records and pipeline activity
-   Coordinate calendars and confirmations
-   Send reminders and manage reschedules
-   Support operational and administrative workflows
-   Communicate with internal team members to keep schedules organized

**In short:**  
You keep the pipeline moving by ensuring leads are contacted quickly, appointments are booked efficiently, and operations remain organized and responsive.

### **📊 Key Metrics for Success (KPIs)**

-   Number of qualified appointments booked
-   Lead response time
-   Appointment show rate
-   CRM accuracy and activity tracking
-   Pipeline movement and scheduling efficiency
-   Client responsiveness and communication quality

### **🌟 Why This Role Stands Out**

-   High-impact client-facing role
-   Strong ownership over scheduling and lead coordination
-   Opportunity to work directly with U.S.-based clients and teams
-   Fast-paced environment with clear growth opportunities
-   Remote flexibility with structured operational systems
-   Direct impact on company revenue and pipeline performance

### **🧪 Interview Process**

-   Application Review
-   Initial Screening
-   Role-Specific Interview
-   Final Interview

### **👉 Apply Now**

If you:

-   are confident communicating on the phone,
-   enjoy scheduling and operational coordination,
-   can manage leads and appointments efficiently,
-   and thrive in fast-moving environments,

this role is a strong fit for you.

## Apply

[Apply at Pavago](https://apply.workable.com/pavago/j/6784FA3AC7/apply)

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