Consultation & Client Coordination Officer

About the role

This role involves scheduling prospective clients from webinars, orientations, and inquiries for consultations, coordinating consultation schedules based on client and consultant availability, and managing cancellations, rescheduling, and no-shows. You will maintain an organized consultation calendar, send confirmations and reminders, manage sales databases and client records, assist in preparing proposals and quotations, and work closely with sales, lead generation, and consulting teams to maximize consultation schedules and support the sales process.

Key responsibilities

• Schedule prospective clients from webinars, orientations, and inquiries for consultations
• Coordinate and adjust consultation schedules based on client and consultant availability
• Manage cancellations, rescheduling, and no-shows, and immediately fill vacant consultation slots whenever possible
• Maintain an organized and updated consultation calendar and help ensure daily consultation targets are achieved
• Send consultation confirmations and reminders through email, text, and calls using approved company scripts
• Maintain, update, organize, and accurately tag the sales database, consultation trackers, and client records
• Assist in preparing client proposals, quotations, service packages, and other sales-related documents
• Monitor consultation attendance, cancellations, reschedules, completed consultations, and follow-up status
• Coordinate professionally with prospective clients and provide accurate consultation and scheduling information
• Work closely with the sales, lead generation, and consulting teams to maximize consultation schedules and support the sales process

About you

• At least 3 years of relevant experience in client coordination, appointment scheduling, sales administration, sales support, or similar responsibilities
• Highly organized with strong scheduling, calendar management, and multitasking skills
• Excellent proficiency in Microsoft Excel, including trackers, filters, tagging, and database management
• Experience in maintaining sales databases, CRM records, client trackers, and lead status updates
• Experience in assisting with proposal preparation, quotations, and client-facing sales documents
• Strong written and verbal communication skills
• Professional, courteous, and confident when dealing with prospective clients
• Calm, collected, and solution-oriented when handling cancellations, scheduling conflicts, and last-minute changes
• Strong attention to detail and ability to follow procedures, scripts, and instructions accurately
• Target-oriented and capable of maintaining the required number of consultations per day