Instagram Appointment Setter & AI Conversation Manager

# Instagram Appointment Setter & AI Conversation Manager

**Full-Time | Remote | $5/hour + Performance Bonuses**

We are a growing online women's health and wellness company looking for a highly organized, proactive **Instagram Appointment Setter & AI Conversation Manager** to join our team.

This is not a traditional VA position where you simply complete a checklist of administrative tasks.

Your primary responsibility is to make sure **qualified leads are properly followed up with, conversations don't fall through the cracks, and our sales team's calendar is filled with qualified appointments.**

We currently use an AI appointment setter to manage a large portion of our inbound Instagram conversations. You will be responsible for supervising the AI, taking over conversations when human interaction is needed, qualifying prospects, booking appointments, managing follow-up, and ensuring our systems stay organized.

We currently manage approximately **60–100 inbound Instagram conversations per day**, so you must be comfortable working in a fast-paced environment with a high volume of conversations.

## Your Responsibilities

You will be responsible for:

- Monitoring Instagram DM conversations throughout your shift
- Supervising our AI appointment-setting system and making sure conversations are being handled appropriately
- Taking over conversations when the AI hands a prospect off to you
- Having natural, conversational interactions with prospects in excellent written English
- Asking appropriate questions to determine whether someone is qualified for a sales call
- Booking qualified prospects onto our sales team's calendar
- Protecting our closers' time by **not booking people who clearly aren't qualified**
- Following up with leads who stop responding
- Following up with interested prospects who haven't scheduled
- Following up with cancelled appointments and no-shows
- Re-engaging older leads when appropriate
- Following up with previous sales calls that did not close when instructed
- Monitoring conversations started through our new-follower automations
- Helping maintain a strong appointment show-up rate
- Updating lead information and pipeline stages inside GoHighLevel (GHL)
- Updating Trello and our lead-tracking Google Sheets
- Making sure follow-ups happen when they are supposed to happen
- Identifying strange, incorrect, or inappropriate AI responses
- Documenting AI issues and communicating them to our AI software support team
- Making sure the prospect is still taken care of if the AI makes a mistake
- Following our appointment-setting and follow-up SOPs consistently

## Who We're Looking For

**Previous appointment-setting experience is required.**

Experience setting appointments through Instagram DMs or for an online coaching/service business is strongly preferred.

We're looking for someone who:

- Has previous appointment-setting experience
- Speaks and writes **excellent English**
- Can have natural conversations rather than sounding scripted or robotic
- Understands that the goal is not simply to "book more calls" — it's to book **qualified calls**
- Understands basic lead qualification
- Is comfortable following up multiple times without needing reminders
- Has experience working with CRMs
- Is comfortable using GoHighLevel or can learn it very quickly
- Is comfortable working with Trello and Google Sheets
- Can manage a high volume of conversations without losing track of people
- Is extremely organized and detail-oriented
- Can follow detailed SOPs
- Can work independently
- Takes initiative when something needs attention
- Communicates problems quickly
- Doesn't need someone constantly checking whether their work was completed

## The Most Important Part of This Role

We need someone who takes **ownership**.

If a prospect says she's interested and then stops responding, you don't simply forget about her.

If someone is supposed to be followed up with on Thursday, the follow-up happens Thursday.

If the AI sends something strange, you don't ignore it because "the AI did it." You take over the conversation, make sure the prospect is handled properly, document the issue, and report it.

If tomorrow's appointments haven't been confirmed, you notice.

If someone isn't qualified for a sales call, you don't book them simply to increase your appointment numbers.

And if you see something that clearly needs to be handled, you don't wait for your manager to tell you to do it.

We want someone whose mentality is:

**"These conversations and follow-ups are my responsibility, and I'm going to make sure nothing falls through the cracks."**

## Schedule

This is a **full-time, 8-hour-per-day position**.

Daily hours to be determined.

Your specific 8-hour shift will fall within this coverage window.

Because Instagram conversations happen in real time, you must be consistently available and responsive during your scheduled working hours.

This is not a position where you can disappear for several hours and complete everything at the end of the day.

## Performance Expectations

You will receive detailed SOPs and training for our specific processes.

However, you should already understand the fundamentals of appointment setting, lead follow-up, qualification, organization, and client communication.

We track performance and expect our setter to maintain strong standards for:

- Response time
- Follow-up completion
- Qualified appointments booked
- Appointment show rate
- CRM and tracking accuracy
- Overall ownership of the lead pipeline

Our current target is a **70%+ show rate** for scheduled appointments.

## Compensation

**$5 USD/hour + performance bonuses**

You will also have the opportunity to earn additional bonuses when appointments you schedule result in closed sales.

This means there is upside for someone who consistently identifies qualified prospects, books quality appointments, follows up effectively, and helps create revenue for the company.

## This Position Is NOT For You If...

- You frequently forget tasks unless someone reminds you
- You need constant supervision
- You struggle to keep track of multiple conversations at once
- You send generic or robotic responses
- You book anyone who shows interest without determining whether they're qualified
- You are uncomfortable following up with people multiple times
- You avoid taking responsibility when something goes wrong
- You wait for someone to tell you what to do when there's clearly something that needs attention
- You regularly say "I forgot," "I got busy," or "I thought someone else was handling it"
- You are looking for a position where you can work whenever you want rather than being available during your assigned shift

## How to Apply

Please include ALL of the following:

**1. Tell us about your previous appointment-setting experience.**

What company or industry did you work in? Were you setting through Instagram, Facebook, SMS, or another platform? Approximately how many conversations were you managing?

**2. Tell us about your experience with GoHighLevel.**

What have you personally done inside GHL?

**3. Send us a 60–90 second video introducing yourself in English.**

Tell us about your experience and why you believe you would be a good fit for this position.

**4. Answer this scenario:**

You are managing Instagram conversations and notice the following at the same time:

- An interested prospect stopped responding yesterday.
- A prospect wants to schedule a call but you're not sure she's qualified.
- The AI just sent a strange response to another prospect.
- Two appointments scheduled for later today have not been confirmed.

**Walk us through what you would do.**

**5. Answer this question:**

Tell us about a time you noticed something needed to be done at work and handled it without your manager asking you.

At the very end of your application, write the word **PINEAPPLE** so we know you read the entire posting.

We are looking for someone who wants to become a dependable, long-term member of our team and take real ownership over this part of our business.