Appointment Setter & Client Support Coordinator

Appointment Setter & Client Support Coordinator 

Employment Type: Full-Time
Schedule: 40 hours per week
Working Hours: 9:00 AM – 5:00 PM PST
Location: Remote

Role Overview

We are looking for a proactive and professional Appointment Setter & Client Support Coordinator to support a growing employee benefits consulting team.

The role will have a strong focus on outbound calling, prospect outreach, appointment setting, and follow-up, while also assisting with client servicing, vendor communication, quote requests, documentation, and administrative coordination.

The ideal candidate is comfortable speaking with business owners and decision-makers, can build rapport over the phone, and is organized enough to manage follow-ups and administrative responsibilities without letting details fall through the cracks.

Key Responsibilities

Outbound Calling & Appointment Setting

• Conduct outbound calls to prospective clients and business decision-makers.
• Introduce the company's services clearly and professionally.
• Identify and connect with the appropriate decision-maker within each organization.
• Qualify prospects by gathering relevant business and contact information.
• Build rapport and conduct effective discovery conversations.
• Schedule qualified appointments for the appropriate team member.
• Obtain email addresses and other information needed for follow-up.
• Follow up with prospects who have expressed interest or requested additional information.
• Maintain consistent calling and follow-up activity to generate new opportunities.

Client Support & Communication

• Act as a client-facing point of contact through phone and email.
• Respond to servicing questions and assist clients in finding appropriate solutions.
• Follow up on outstanding client requests and ensure issues are addressed promptly.
• Communicate updates clearly and professionally to clients and internal team members.
• Maintain a high level of responsiveness and customer service.

Quotes & Vendor Coordination

• Send quote requests to vendors and insurance providers.
• Follow up with vendors regarding outstanding quotes, information, or documentation.
• Gather and organize information required to prepare or process quotes.
• Track the status of requests and ensure necessary follow-ups are completed.
• Maintain accurate records of quotes, vendor communications, and updates.

Administrative & Project Support

• Assist in compiling and organizing project-related information and documentation.
• Maintain accurate records of calls, emails, client communications, quotes, and follow-up activities.
• Update CRM systems, spreadsheets, or internal tracking tools as required.
• Help implement new processes, projects, and plans under the supervision of the team.
• Coordinate information between clients, vendors, and internal team members.
• Provide general administrative support to ensure projects and client requests move forward smoothly.

Qualifications

• Previous experience in appointment setting, outbound calling, telemarketing, business development, client service, or a similar role.
• Comfortable making a high volume of outbound calls.
• Experience communicating with business owners, managers, or other decision-makers is preferred.
• Strong verbal and written English communication skills.
• Ability to build rapport and confidently guide conversations over the phone.
• Strong follow-up skills and persistence without being overly aggressive.
• Good organizational skills and attention to detail.
• Experience maintaining CRM records, call notes, and follow-up activities.
• Comfortable handling both sales-related outreach and administrative responsibilities.
• Ability to manage several priorities and deadlines independently.
• Experience in insurance, employee benefits, financial services, or another professional services environment is an advantage but not required.

What We're Looking For

We are looking for someone who is:

• Confident on the phone – comfortable initiating conversations and speaking with decision-makers.
• Persistent and proactive – follows up consistently and does not wait to be reminded.
• Client-focused – communicates professionally and genuinely wants to help resolve client needs.
• Highly organized – keeps accurate notes, tracks follow-ups, and ensures requests do not get missed.
• Detail-oriented – carefully handles quotes, client information, and documentation.
• Resourceful – can gather information, solve routine problems, and know when an issue needs to be escalated.
• Dependable – takes ownership of responsibilities and follows tasks through to completion.

What we Offer:

• Opportunities for growth and advancement
• HMO- Maxicare

Work Hours:

• Full-time, PST business hours, Remote