Appointment Setter

Middletown, DE 19709

An Appointment Setter is responsible for scheduling appointments between clients or prospects and the sales or service team. They play a crucial role in driving business growth by efficiently managing calendars, communicating with potential clients, and ensuring seamless coordination for meetings, consultations, or service visits.

Key Responsibilities:

1. Appointment Scheduling:

   • Contact potential clients or existing customers to schedule appointments with sales representatives, consultants, or service teams.
   • Coordinate appointment times based on team availability and client preferences.

2. Customer Communication:

   • Manage inbound and outbound calls, emails, or messages to confirm, reschedule, or cancel appointments.
   • Provide relevant information to clients prior to appointments (e.g., location, time, preparation).

3. Lead Management:

   • Qualify leads and gather necessary information to ensure the appropriate team member is scheduled for each appointment.
   • Maintain and update lead or customer databases with accurate and up-to-date contact information and appointment details.

4. Follow-up and Reminders:

   • Send reminders to clients and the team about upcoming appointments to minimize cancellations and no-shows.
   • Follow up with clients after appointments to confirm satisfaction and collect feedback.

5. Record Keeping & Reporting:

   • Keep accurate records of scheduled appointments, cancellations, and rescheduling.
   • Generate and track reports related to appointment setting and conversion rates.

6. Problem Solving:

   • Address any issues or conflicts that arise with scheduling, ensuring smooth coordination between clients and the internal team.
   • Handle rescheduling or cancellations professionally, and find alternative solutions when necessary.

Skills & Qualifications:

• Strong communication skills (verbal and written).
• Excellent organizational and time-management abilities.
• Comfortable working with scheduling software and CRM systems.
• Ability to handle multiple tasks and prioritize effectively.
• Professional and friendly phone etiquette.
• Ability to work independently and as part of a team.
• Experience in customer service or sales support is a plus.

Education & Experience:

• High school diploma or equivalent (required).
• Previous experience in appointment setting, customer service, or administrative roles is preferred.