Inside Sales/Appointment Setter VA (Part-Time)

The Inside Sales / Appointment Setter VA supports the client, a private lender based in Nashville, Tennessee, who operates nationwide in financing for builders, developers, and real estate investors.

The VA’s primary objective is to execute a consistent outreach cadence—via phone, email, and text—to book qualified borrower appointments directly on the client’s calendar.

This role requires strong communication skills, disciplined follow-up, and transparent daily reporting through approved systems.

DUTIES & RESPONSIBILITIES

1. Outbound Outreach Execution

• Conduct daily outbound communication (calls, texts, emails) using the pre-qualified lead database provided by the client. Follow a structured cadence (email → call → text → follow-up) to maximize connection rates.
• Confirm that each contacted individual meets criteria.

2. Appointment Scheduling

• Book qualified leads directly on client’s Calendly (or approved calendar). Ensure all details (lead name, contact info, date/time, call synopsis) are correctly entered in the invite description.
• Provide a concise summary (“synopsis”) of each conversation in the calendar invite so the client is informed before each call. 
• Ensure the client's calendar remains optimized—only confirmed, qualified appointments are scheduled within the available 2-hour daily call window (Mon–Fri). Prevent overlapping or double bookings.

3. EOD / SOD Reporting

• Send Start-of-Day (SOD) and End-of-Day (EOD) reports via email summarizing planned and completed outreach. 

4. Lead Tracking and Recordkeeping

• Log all outreach attempts, statuses, and outcomes in the designated Tracker/CRM file daily. Each lead should have an updated disposition (Contacted / No Answer / Appointment Set / Unqualified).
• Clean and verify lead data (name, phone, email). Perform skip tracing or validation where needed to fill missing contact fields.

5. Reporting Summaries

• Compile weekly summary reports from daily logs showing: number of contacts made, responses received, appointments booked, and show-rate percentages.
  
  

6. Confidentiality Compliance

• Adhere strictly to the NDA and data handling protocols defined in this playbook. Ensure all lead data is securely stored and not exported externally.

KNOWLEDGE OR SKILLS NEEDED

• Understanding the role of builders, general contractors, and investors in real estate lending. Familiarity with the concept of borrower qualification, DSCR loans, and project-based financing.
• Knowledge of outbound cadence strategies (email → call → text → follow-up) and appointment-setting best practices.
• Familiarity with data management in Excel or lightweight CRM trackers for logging call outcomes, follow-ups, and contact dispositions.
• Understanding how to book and organize appointments using Calendly or Google Calendar, ensuring accuracy in time zones and buffer periods.
• Understanding American business communication standards—professional yet conversational tone; concise, respectful messaging; avoidance of filler or slang.

TOOLS NEEDED

• CRM Platforms (Lead Management Tracker)
• Gmail (Custom Domain)
• Hubspot Calendar