Lead Follow-Up & Appointment Setting Virtual Assistant

Job description

About this role

The primary focus of this role is lead follow-up, appointment setting, customer communication, and CRM management. The successful candidate will respond promptly to new inquiries generated through Facebook and Google Ads, nurture leads through multiple communication channels, and book free introductory guitar lessons into our calendar. This role is ideal for someone who enjoys building relationships, delivering exceptional customer service, and helping prospective students begin their musical journey.

Responsibilities

• Follow up on new inquiries generated through Facebook Ads and Google Ads.
• Conduct outbound calls to prospective students and parents.
• Book free introductory guitar lessons into the company calendar.
• Confirm appointments and send reminders.
• Follow up with no-shows and reschedule appointments when appropriate.
• Re-engage previous inquiries and former students.
• Welcome new students and parents.
• Maintain ongoing communication with current students and families.
• Provide a positive and professional customer experience.
• Answer general inquiries and direct questions to the appropriate team member when necessary.
• Build rapport with prospective students and parents.
• Update and maintain lead records within GoHighLevel (GHL) / LeadConnector.
• Document all communications and interactions accurately.
• Ensure no leads are overlooked or forgotten.
• Maintain clean and organized CRM records.
• Track lead progression through the enrollment process.
• Assist with inbox management and email organization.
• Support calendar management and scheduling activities.
• Maintain accurate records and administrative documentation.
• Prepare weekly performance reports.
• Generate simple weekly reports outlining:
• Leads contacted
• Trial lessons booked
• New student enrollments
• Re-engaged leads and former students

Qualifications and requirements

• Excellent spoken and written English communication skills.
• Friendly, confident, and professional telephone manner.
• Previous experience in appointment setting, customer service, sales support, or lead follow-up.
• Strong relationship-building and communication skills.
• Excellent organizational and time-management abilities.
• Ability to work independently and proactively.
• Strong attention to detail and follow-through.
• Reliable internet connection and quiet work environment.
• Experience using GoHighLevel (GHL) or LeadConnector.
• Experience working with inbound lead management.
• Experience in education, coaching, music schools, tutoring services, or service-based businesses.
• Familiarity with Facebook and Google Ads lead follow-up processes.
• Sales or appointment-setting experience.
• Experience re-engaging dormant leads and previous customers.
• Speed of lead response.
• Number of leads contacted.
• Number of trial lessons booked.
• Trial lesson attendance rate.
• Number of new students enrolled.
• Number of re-engaged leads and former students.
• CRM accuracy and lead management effectiveness.