Appointment Setter & Admin VA (Job ID: DANKYL1)

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🇬🇧 C1 ENGLISH LEVEL IS REQUIRED. THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR ENTIRE SHIFT.

🎤 PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH.

🚀 JOB TITLE: Appointment & Administrative Coordination Specialist
🆔 JOB ID: DANKYL1
🏭 INDUSTRY: Home Services
📍 LOCATION: LATAM Preferred / South Africa
💼 JOB STATUS: Full Time
🕒 WORK SCHEDULE: Monday to Friday | 10:00 AM – 6:00 PM EST
💵 SALARY: $5 – $7 USD per hour (Performance Bonuses Available)
📅 TARGET START DATE: ASAP

⚠️ PLEASE NOTE: This role requires a highly proactive, confident, and resilient individual who thrives on outbound communication, appointment setting, and operational organization. We are specifically looking for someone who takes full ownership of their responsibilities, is comfortable handling objections, and consistently follows through until results are achieved.

ROLE OVERVIEW

About the Client:

Our client is a leading provider of professional hard-surface restoration services for both residential and commercial properties. They specialize in deep cleaning, sealing, and complete restoration of tile, grout, natural stone, and marble surfaces.

As the largest innovator within a 54-franchise network, they currently operate across five franchise locations spanning multiple U.S. time zones, including Eastern, Central, Mountain, and Pacific regions.

The company prides itself on exceptional craftsmanship, outstanding customer satisfaction, operational excellence, and a fast-paced, results-driven culture.

About the Role:

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.

Cultural Fit & Resilience

We are intentionally seeking someone who is:
✔ Direct and proactive in communication
✔ Comfortable handling objections and rejection
✔ Confident speaking with customers over phone, text, and email
✔ Able to professionally push conversations toward action
✔ Organized and accountable without requiring constant supervision

KEY RESPONSIBILITIES

1. 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

2. 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

3. 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

4. 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 & SKILLS

Language & Communication

• 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

Experience

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

Experience with similar tools is acceptable, as training will be provided.

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

✨ Join a growing network of exceptional remote professionals

📩 Submit your application today and take the next step in your career!