Client Appointmemnt Scheduler

Overview

We are seeking a dependable and highly organized Client Appointment Scheduler to coordinate appointments and provide scheduling support for new and existing clients. This fully remote position serves as an important point of communication between clients, service professionals, management, and other internal departments throughout the appointment process.

The primary focus of this role is receiving appointment requests, coordinating availability, maintaining accurate schedules, communicating with clients, confirming appointments, and ensuring all necessary information is collected before scheduled services.

The ideal candidate is professional, responsive, detail oriented, and comfortable communicating with multiple clients while managing appointments and changing schedules throughout the day. Previous experience in appointment scheduling, customer service, client coordination, office administration, or administrative support is helpful but not required. Training will be provided.

Responsibilities

• Receive and process appointment requests from new and existing clients.

• Communicate with clients by phone, email, and approved messaging platforms throughout the scheduling process.

• Schedule appointments based on client availability, staff availability, service requirements, and priority.

• Explain appointment procedures, scheduling requirements, and general service information clearly to clients.

• Gather and accurately document client information, appointment preferences, service requests, and relevant instructions.

• Confirm upcoming appointments and provide clients with appointment dates, times, and necessary preparation information.

• Maintain and update digital calendars, scheduling platforms, and internal appointment systems.

• Handle appointment cancellations, rescheduling requests, delays, and schedule changes professionally.

• Follow up with clients regarding pending appointments, confirmations, additional information, and future scheduling needs.

• Coordinate recurring and follow up appointments when additional services or consultations are required.

• Communicate appointment changes promptly to clients and appropriate internal team members.

• Maintain accurate client profiles, appointment histories, service notes, and communication records.

• Monitor shared inboxes and incoming appointment requests and respond or route them appropriately.

• Identify scheduling conflicts, missing client information, or availability issues and work with the appropriate team member to resolve them.

• Coordinate with service professionals, administrative staff, management, and other internal departments regarding client appointments.

• Ensure appropriate team members receive accurate client information and appointment details before scheduled services.

• Assist clients with general questions regarding scheduling, appointment availability, and service procedures.

• Prepare basic appointment reports, daily schedules, status updates, and administrative summaries when requested.

• Maintain confidentiality when handling client, appointment, and company information.

• Provide general remote administrative support related to client scheduling and appointment coordination.

Qualifications

• High school diploma required. Bachelors degree or equivalent preferred.

• Previous experience in appointment scheduling, customer service, client coordination, office administration, reception, or administrative support is helpful but not required.

• Excellent verbal and written communication skills.

• Strong customer service skills and a professional telephone manner.

• Strong organizational skills and attention to detail.

• Ability to manage multiple client conversations, appointments, and scheduling requests simultaneously.

• Comfortable using computers, email, digital calendars, spreadsheets, scheduling platforms, databases, and office software.

• Strong time management, follow up, and problem solving abilities.

• Ability to gather client information accurately and communicate appointment details clearly.

• Ability to maintain accurate and organized digital scheduling records.

• Comfortable communicating with clients and internal teams in a fully remote environment.

• Reliable, professional, and capable of working independently with limited supervision.

• Ability to handle client and company information professionally and confidentially.

• Reliable internet access and an appropriate environment for remote work.

• Willingness to learn company services, appointment procedures, scheduling systems, client communication standards, and internal workflows through provided training.

Pay: $25.81 - $31.08 per hour

Benefits:

• Flexible schedule
• Paid time off

Application Question(s):

• Do you own a reliable truck/van capable of holding 8 ladders.
• Are you available during working hours 8am-5pm? This position requires ladders to be dropped of during these hours.

Work Location: Remote