Client Support & Scheduling Specialist at Pavago · Costa Rica

📞 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
• Turning conversations into booked appointments

This role is ideal for someone who thrives in:

• Client-facing communication
• Appointment setting
• Operational coordination
• 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

💻 What We’re Looking For

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
• Thrive in fast-moving environments

This role is a strong fit for professionals who enjoy client communication, operational execution, and keeping high-volume scheduling pipelines organized and moving smoothly.