Appointment Setter/Customer Service Representative

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TYPE OF WORK

Full Time

SALARY

$6-7/Hour

HOURS PER WEEK

40

DATE UPDATED

Jul 25, 2026

JOB OVERVIEW

We are looking for a highly organized, proactive, and confident Virtual Admin / Customer Service Representative & Appointment Setter to help keep our day-to-day operations running smoothly.

This is not just a basic VA position.

You will be responsible for communicating with new leads and customers, booking appointments, maintaining our CRM, managing emails, assisting with recruiting, completing job costing, and supporting the administrative side of the business.

We need someone who can communicate confidently on the phone AND stay extremely organized behind the scenes.

Core Responsibilities
1. Customer Service & Appointment Setting
Call new leads quickly after they come in
Answer incoming customer calls
Follow up with leads by phone, text, and email
Use provided scripts to qualify leads
Book qualified appointments onto the sales calendar
Confirm appointments and help reduce no-shows
Follow up with unresponsive leads
Reschedule cancelled or missed appointments
Answer basic customer questions and route calls when necessary
2. CRM Management
Keep lead and customer records accurate and organized
Update pipeline stages and opportunities
Add notes after customer interactions
Complete assigned follow-up tasks
Make sure no leads fall through the cracks
Identify overdue tasks or leads requiring attention
Maintain clean and accurate customer information
3. Email & Communication Management
Monitor company email inboxes
Respond to routine customer emails
Organize and prioritize incoming messages
Flag important emails requiring management attention
Follow up on outstanding customer communications
Maintain professional and timely communication
4. Recruiting Assistance
Assist with posting and managing job advertisements
Review incoming applicants
Contact qualified applicants by phone
Conduct initial screening calls using our provided screening questions
Document applicant responses and screening results
Schedule qualified candidates for interviews
Follow up with candidates throughout the hiring process
Keep recruiting pipelines organized and updated

This role requires actually calling applicants and conducting the initial screening — not simply sending candidates a questionnaire.

5. Job Costing & Administrative Support
Collect and organize job-related financial information
Enter labor hours and labor costs
Enter material costs and other job expenses
Assist with completing job costing after projects
Verify that required job information has been submitted
Maintain accurate job records
Flag missing information or unusual job costs for management review
Assist with basic reporting and administrative tasks as required
What We're Looking For

You should be:

Extremely comfortable speaking on the phone
Fluent and confident in English
Highly organized and detail-oriented
Comfortable working with numbers and spreadsheets
Able to follow detailed SOPs and processes
Proactive about identifying missing information
Comfortable managing multiple responsibilities
Persistent with lead and applicant follow-up
Professional when communicating with customers
Reliable and consistent
Coachable and open to feedback
Comfortable being held accountable to KPIs
Able to work independently without constant supervision
Preferred Experience

Previous experience in any of the following is a major advantage:

Virtual assistant / administrative support
Customer service
Appointment setting
Recruiting
Applicant screening
CRM management
Job costing
Bookkeeping support
Home service businesses
Construction or trades
Google Workspace
CRM or project management software
How Success Will Be Measured

Performance may be measured through:

Speed-to-lead
Calls completed
Appointments booked
Appointment set rate
Show rate
Follow-up completion
CRM accuracy
Inbox responsiveness
Recruiting follow-up
Applicant screening completion
Job costing completion and accuracy
Administrative tasks completed on time
Technology Requirements

You must have:

Reliable high-speed internet
Reliable computer
Quality headset and microphone
Quiet, professional workspace
Backup plan for internet or power interruptions
How to Apply

Please submit:

Your resume
A short explanation of your previous administrative, customer service, or appointment-setting experience
Your experience working with CRMs, spreadsheets, recruiting, or job costing
Your availability and expected hourly rate
Important

We are looking for someone who wants to take ownership of a role, not someone who simply waits to be given their next task.

You should be equally comfortable calling a new lead, screening a job applicant, updating the CRM, managing an inbox, and making sure yesterday's jobs have been properly costed.

If you're proactive, organized, confident on the phone, and enjoy keeping a business running smoothly behind the scenes, we'd love to hear from you.

SKILL REQUIREMENT
Office and Administration Appointment Setting Client Relationship Management
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