Appointment Setter/New Business Specialist

Job Summary

The Appointment Setter and New Business Specialist plays a key role in connecting with clients and prospective clients, ensuring they have a positive experience while scheduling appointments for our sales representatives. These appointments can be in-person or over the phone. The Appointment Setter will engage with clients, help coordinate calendars, and manage inbound and outbound calls, with the goal of increasing sales opportunities and ensuring that the sales team operates at maximum efficiency.

Key Responsibilities

Appointment Setter:

• Provide exceptional service to clients and prospective clients to ensure positive experiences.
• Promote referrals during interactions to expand the client base.
• Attend and sponsor events to strengthen relationships and business development.
• Manage both inbound and outbound calls to schedule advisor appointments.
• Follow up with event attendees to schedule future appointments.
• Confirm appointments daily to ensure client meetings are secured.
• Input and track prospective client information in the CRM for follow-up.
• Coordinate advisor schedules efficiently, aligning internal calendars with clients.
• Dedicate 60-70% of your day to appointment-setting and prospecting activities.
• Contribute to programs focused on enhancing client engagement and appointment growth.
• Prioritize appointments based on revenue potential and advisor availability.
• Convert at least 50% of inbound calls into scheduled appointments.
• Track and report on event status and call metrics daily.
• Use Microsoft Office Suite to organize and manage role-related tasks.
• Maintain a friendly and professional demeanor with clients and prospects.
• Explain services clearly to potential clients during appointment calls.

New Business:

• Prepare and review new business documentation alongside financial advisors.
• Ensure application accuracy, confirming all necessary signatures and supporting documents.
• Submit completed applications to custodians, carriers, and other relevant entities.
• Track and follow up on pending transfers by reviewing carrier platforms or contacting institutions directly.
• Keep clients updated on account status and any outstanding requirements.
• Record meeting notes and assign follow-up tasks in the firm’s CRM.
• Provide support to the Client Service Representative when required.
• Monitor task completion using internal systems or CRM tools.
• Track transfer activity through clearing firm platforms as needed.
• Maintain secure records of all carrier website login credentials.
• Coordinate annual Required Minimum Distributions (RMDs) for eligible clients.
• Organize physical and digital client files in compliance with company procedures.
• Schedule recurring courtesy calls for clients based on advisor-defined categories.
• Maintain and update the advisor’s new business log, reporting weekly to management.
• Track advisor metrics, including submitted, pending, and completed applications.

• Must be able to work for any US employer without sponsorship.
• Willingness to travel overnight several times per month for seminars and events.
• High school diploma required; some college, degree, or equivalent work experience preferred.
• Exceptional time management and organizational skills are essential.
• Ability to work independently with minimal supervision.
• Advanced knowledge of Microsoft Office Suite is necessary.
• Proficiency in calendar management, ensuring advisor schedules are well-organized.
• Skilled in multitasking while maintaining a positive attitude and client-focused approach.
• Strong professional telephone etiquette and clear verbal and written communication skills.
• Comfortable networking with clients, both in person and over the phone.
• Ability to work effectively as part of a team, collaborating with other professionals.
• Experience in travel and event coordination, including supply management and equipment maintenance.

Physical Requirements

• Ability to work for extended periods at a desk using a computer with a keyboard, mouse, and monitor.
• Occasional repetitive motions for computer equipment use.
• Ability to lift up to 10 pounds if/when necessary.
• Regular use of telephone and email for communication.
• Work is typically performed in an office setting, involving routine sitting, bending, and stooping.

Why Join Us?

This role offers an exciting opportunity to contribute to the growth and success of the team while honing professional communication and organizational skills. The ideal candidate will be proactive, goal-oriented, and passionate about client relationships.