Appointment Setting & Operations Specialist (Job ID: KADBEN1)

IMPORTANT - Watch this quick Loom video on how to get hired:
https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0

• C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.
• PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH

About the Client:

The client is a rapidly growing residential and commercial painting company serving New Orleans and Southeast Louisiana. In addition to painting services, the company coordinates subcontractor managed projects and renovation related carpentry work. With ambitious growth plans and an increasing marketing presence, the business is building a scalable back office that delivers an exceptional customer experience from the first phone call through project completion. This role offers the opportunity to work directly with the owner, contribute to operational improvements, and grow alongside the company.

About the Role:

The Appointment Setting & Operations Specialist will serve as the primary point of contact for customer communications while supporting the company's daily operations. The primary focus of this role is responding to inbound leads, making outbound follow up calls, qualifying prospects, scheduling painting estimates, and keeping the sales pipeline moving through consistent customer communication. In addition, this person will manage the CRM, coordinate project schedules, track administrative tasks, and support light financial reporting. The ideal candidate is proactive, highly organized, confident on the phone, and comfortable balancing customer interactions with operational responsibilities.

Key Responsibilities

Customer Communication & Appointment Setting

• Answer inbound business calls professionally and provide an exceptional customer experience.
• Contact new inbound leads using a structured call script to qualify prospects and schedule painting estimates.
• Follow up with pending estimates, inactive leads, and existing customers to keep opportunities moving through the pipeline.
• Contact previous customers to request online reviews and maintain strong customer relationships.
• Build rapport with homeowners and commercial clients while representing the company's brand professionally.

Sales Pipeline Management

• Schedule painting estimates based on the owner's availability and service area.
• Schedule confirmed projects with customers.
• Coordinate project timing with the owner and subcontractors.
• Ensure every lead, estimate, and project continues progressing through the appropriate stage of the sales pipeline.

CRM & Administrative Support

• Maintain accurate lead, estimate, and job records within Dripjobs.
• Document detailed notes after every customer interaction.
• Track tasks, priorities, and deadlines using Trello.
• Communicate daily updates, questions, and progress through Slack.

Financial Tracking & Process Improvement

• Update existing spreadsheets with job revenue, subcontractor costs, and business expenses.
• Support basic job costing and operational reporting through accurate data entry.
• Utilize AI tools such as Claude or ChatGPT to improve efficiency, learn new processes, draft communications, and solve day to day challenges.
• Identify workflow inefficiencies and proactively recommend process improvements.

Qualifications & Skills

Must

• Proven experience in appointment setting, customer service, inside sales, scheduling, or another customer facing phone based role.
• Excellent spoken English with clear pronunciation that is easy for U.S. customers to understand during live phone conversations.
• Strong ability to build rapport, manage conversations, and confidently guide customers toward booking appointments.
• Strong written English skills for CRM documentation and internal communication.
• Experience working with CRM platforms.
• Ability to quickly learn new software and business processes.
• Reliable high speed internet connection, quality headset, and a quiet home office suitable for phone calls.

Preferred

• Experience with Dripjobs or similar home service CRMs such as Jobber, Housecall Pro, or ServiceTitan.
• Experience using Trello and Slack.
• Previous experience supporting painting, construction, home improvement, or home service companies.
• Experience using AI tools such as ChatGPT or Claude in a professional environment.
• Bilingual English and Spanish is a plus.

Personality Traits

• Self motivated and able to work independently.
• Highly organized with exceptional attention to detail.
• Comfortable spending a significant portion of the day communicating with customers by phone.
• Proactive and solution oriented.
• Professional, personable, and confident when speaking with customers.
• Tech savvy and eager to learn new systems.
• Reliable, accountable, and committed to continuous improvement.

Originally posted on Himalayas