Appointment Setter

Job Title: Appointment Setter

Position Type: Full-Time, Remote

Working Hours: U.S. client business hours (aligned with prospect time zones)

About the Role:

Our client is seeking an Appointment Setter to support sales teams by scheduling qualified meetings with prospects. This role involves engaging leads through phone, email, and LinkedIn, confirming interest, and coordinating calendars between prospects and sales representatives. The Appointment Setter ensures the pipeline is consistently fueled with quality, sales-ready appointments that move opportunities forward.

Responsibilities:

Lead Engagement:

• Call, email, and message prospects from lead lists or inbound interest queues.
• Confirm prospect interest and availability before scheduling meetings.
• Qualify leads using basic criteria (industry, role, need, budget alignment).

Scheduling & Coordination:

• Schedule appointments between prospects and sales reps using tools like Calendly, HubSpot Meetings, or Google/Outlook calendars.
• Manage time zone differences and ensure accurate scheduling.
• Send meeting confirmations, reminders, and reschedule if needed.

CRM & Data Management:

• Log all activities in Salesforce, HubSpot, or Zoho CRM.
• Update lead statuses and notes with accurate details.
• Maintain clean, up-to-date records of appointments and outcomes.

Collaboration:

• Work closely with SDRs/BDRs and Account Executives to align on target prospects.
• Provide detailed handoffs with context on prospect needs.
• Share feedback from calls and emails to refine outreach strategies.

Performance Tracking:

• Track metrics such as calls made, emails sent, appointments set, and show rates.
• Identify bottlenecks (e.g., low show rates) and suggest improvements.

What Makes You a Perfect Fit:

• Confident communicator, comfortable on phone, email, and chat.
• Organized and detail-oriented, ensuring no double-bookings or missed confirmations.
• Persistent and resilient — able to handle rejections and keep going.
• Able to balance volume with professionalism in every interaction.

Required Experience & Skills (Minimum):

• 1–2 years experience in sales support, inside sales, or customer-facing roles.
• Familiarity with CRMs (Salesforce, HubSpot, Zoho) and scheduling tools (Calendly, Chili Piper).
• Strong written and verbal communication skills.
• Ability to manage multiple calendars and time zones.

Ideal Experience & Skills:

• Experience supporting SDR/BDR teams in high-volume environments.
• Familiarity with sales engagement tools (Outreach.io, SalesLoft, Apollo).
• Industry experience in SaaS, marketing, or B2B professional services.
• Knowledge of basic sales methodologies (BANT, SPIN, Challenger).

What Does a Typical Day Look Like?

An Appointment Setter’s day revolves around connecting with leads and booking qualified meetings. You will:

• Begin by reviewing CRM tasks and prioritizing follow-ups or new lead lists.
• Make outbound calls and send emails to prospects, confirming interest and securing meeting times.
• Coordinate schedules between prospects and sales reps, sending reminders and confirmations.
• Update CRM records with call notes, statuses, and scheduled appointments.
• Review daily metrics (appointments booked, show rates) and plan improvements.

In essence: you ensure that sales reps always have a steady flow of qualified conversations lined up.

Key Metrics for Success (KPIs):

• Daily/weekly call and email activity targets met.
• Appointments booked per week/month (per client benchmarks).
• Show rate of scheduled meetings (≥ 70–80%).
• CRM hygiene: 100% of interactions logged accurately.
• Positive feedback from sales reps on handoff quality.

Interview Process:

1. Initial Phone Screen
2. Video Interview with Pavago Recruiter
3. Practical Task (e.g., roleplay scheduling a call with a prospect, or log sample leads into CRM + schedule mock appointments)
4. Client Interview with Sales Team
5. Offer & Background Verification