Appointment Setter & Administrative Assistant (Remote)

Appointment Setter & Administrative Assistant (Remote)

Hours: Full-time
Schedule: Monday–Saturday, 8:00 AM – 6:00 PM (San Diego time – PST/PDT)

Job Overview

We are a growing construction and remodeling company looking for a highly organized and resourceful Appointment Setter & Administrative Assistant.

This role combines lead conversion, strong follow-up, and administrative reporting. You will manage leads, schedule appointments, and ensure all data, reports, and systems are consistently updated and organized.

This is not a passive role — you must follow up persistently, stay on top of every lead, and push to convert opportunities while maintaining clean and accurate reporting across systems.

Key Responsibilities

• Contact new inbound leads immediately (target: under 5 minutes)
• Perform outbound follow-ups via calls and SMS
• Convert leads into scheduled appointments
• Handle objections confidently and guide conversations toward booking
• Persistently follow up with all leads until booked or disqualified
• Confirm appointments and reduce no-shows
• Manage and update leads in GoHighLevel (GHL) CRM
• Maintain detailed notes and communication history
• Track leads, follow-ups, and KPIs in Google Sheets
• Prepare daily, weekly, and monthly reports
• Assist with administrative tasks across multiple systems
• Ensure all data is accurate, organized, and up to date

Requirements

• Minimum 5 years experience in appointment setting / sales support
• Minimum 3 years experience with GoHighLevel (GHL)
• Native English or very high-level fluency (spoken and written)
• Proven ability to handle objections and close appointments
• Strong follow-up mindset — persistent and detail-oriented
• Highly organized with strong reporting discipline
• Comfortable working with multiple systems and tools
• Resourceful, proactive, and able to solve problems independently

Systems & Technical Skills (Required)

Must be comfortable working daily with:

• GoHighLevel (CRM, pipelines, lead management)
• Google Sheets (tracking, reporting, data organization)
• QuickBooks (basic reporting / coordination)
• Ability to quickly learn and adapt to new tools

Technical & Equipment Requirements (Mandatory)

• Strong, stable high-speed internet (minimum 50 Mbps)
• Backup internet connection (mobile hotspot or secondary WiFi)
• Backup power solution (UPS or similar)
• Laptop or desktop with strong performance
• Noise-canceling headset with microphone
• Quiet, professional work environment
• Webcam for meetings

Performance Expectations

• Immediate response to new leads (under 5 minutes)
• Consistent and persistent follow-up
• Book 10–20 qualified appointments per week (depending on lead volume)
• Accurate and timely reporting (daily/weekly)
• Maintain clean, organized CRM and tracking systems

Application Requirements (Mandatory)

• Submit a 3–5 minute video recording demonstrating how you would handle a new inbound lead.

Include:

• How you open the conversation
• How you build trust and rapport
• How you guide toward booking
• How you handle objections while still pushing for the appointment

Objection scenarios to address:

• “I’m just looking for a rough price right now.”
• “I’m still talking to other contractors.”
• “You’re too far from me.”
• “Can you call me tomorrow?”
• Please include your expected monthly salary in your application.

Applications without the recording and salary expectations will not be considered.

Work Location: Remote