Client Support & Scheduling Specialist

Job description

About this 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. You’ll be one of the first points of contact for prospective clients, responsible for turning incoming interest into qualified, scheduled appointments. 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.

Responsibilities

• 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
• Own the scheduling process from initial interest through confirmed appointment.
• 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
• Maintain accurate and organized lead records inside the CRM.
• Lead status changes
• 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

Qualifications and requirements

• Fluent, professional English with a clear or neutral accent
• Strong and confident phone communication skills
• 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
• Experience supporting U.S.-based businesses or clients is also highly preferred.
• 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
• Responding to new inbound leads