Real Estate Appointment Setter & Lead Manager (SMS + CRM Coordination)

Real Estate Appointment Setter & Lead Manager (SMS + CRM Coordination)
Reports To: Acquisition Team Manager
Primary Tools: Smarter Contact, GoHighLevel CRM, Google Workspace
Role Summary
The Appointment Setter & Lead Manager is responsible for managing the company’s lead pipeline through coordinated SMS, email, and CRM systems to generate 15–20 qualified appointments per week for the acquisitions team. This role blends high-volume communication (primarily through Smarter Contact SMS and GoHighLevel email drip campaigns) with strong administrative and organizational skills. The ideal candidate is proactive, fast, and detail-oriented—someone who notices problems before they happen, communicates clearly, and ensures every task and lead moves forward on schedule. This is a fixed role (not a promotional track), but includes bonuses for performance and closed deals.
Key Responsibilities
1. SMS Campaign Management (Primary Channel)
Format and import lead lists into Smarter Contact, ensuring accuracy and segmentation. Execute high-volume SMS campaigns—approximately 1,000 outbound texts per day (20,000+ monthly, Monday through Friday). Maintain an average response time of under 5 minutes during campaign hours. Qualify inbound leads using approved scripts and tag all leads correctly by stage. Schedule confirmed appointments directly to the acquisition team’s shared calendar. Track daily performance metrics including responses, conversions, and deliverability.
2. Email Drip Campaign Coordination
Create and manage GoHighLevel email drip campaigns for cold, warm, and follow-up sequences. Ensure message templates align with brand tone and compliance best practices. Track open, click, and reply rates and adjust sequences to improve engagement.
3. Lead & CRM Management
Maintain accurate and complete lead tagging in both Smarter Contact and GoHighLevel CRM, with different tagging purposes per system. Follow all approved templates, data columns, and naming conventions for lead imports and spreadsheets without exception. Monitor campaign performance daily and proactively alert management if lead volume is low, campaigns are underperforming, or SMS responses decline. Eliminate duplicates, update CRM notes, and ensure all follow-ups are scheduled or resolved. Notify management immediately if lead data, formats, or imports appear inconsistent with established templates.
4. Communication & Reporting
Provide a daily end-of-shift summary including messages sent, appointments set, and follow-ups pending. Submit mid-week progress updates and Friday performance summaries for Monday review. Immediately flag system issues, lead shortages, or any delay that may impact appointments. Participate in short weekly performance review meetings.
5. Task & Workflow Management
Use the shared Google Calendar or designated task management tool to track daily and weekly responsibilities. Update task completion status at the end of each workday. Ensure every assigned task in the workflow system is completed on or before the due date.

6. Process Compliance & SOP Adherence
Follow all approved SOPs, templates, and video instructions exactly as provided. Consistent format adherence across spreadsheets, columns, and imports is mandatory. Failure to follow approved SOPs or templates after training may result in a performance review or termination. Any deviations causing delays or rework will directly impact performance evaluation.
Performance Expectations & KPIs
Metric
Target
Weekly Appointments Booked
15–20 qualified appointments
SMS Response Time
? 5 minutes average
Daily Outbound Texts
~1,000 (20,000+/month)
Lead-to-Appointment Conversion
? 30% of responders

Email Drip Campaign Management
Weekly engagement report
CRM Task Completion
100% on-time
Communication & Reporting
Daily + weekly updates
SOP & Template Compliance
100?curacy

Required Skills & Experience
Proven experience with Smarter Contact, GoHighLevel, or similar SMS/email automation tools. Experience running email drip campaigns including setup, testing, and optimization. Familiarity with real estate acquisitions or wholesaling workflows. Excellent written English and conversational messaging ability. Fast response discipline with strong time management and self-organization. Proficiency with Google Sheets, Gmail, and task tracking tools. Cold calling or follow-up experience preferred. Reliable internet and ability to work U.S. business hours.
Compensation
$5–8 per hour depending on experience and performance. Bonuses for deals closed where your lead or appointment directly contributed to acquisition and sale: 50% of the bonus paid at purchase and 50% paid at resale. Additional raises may be offered for consistent KPI achievement, reliability, and initiative.
Compliance
Follow all SMS and email compliance guidelines, including DNC scrubbing and platform best practices. Ensure all campaign communication meets professional and legal standards. Accuracy, speed, and proactive communication are as important as volume metrics. Continued deviation from approved procedures after feedback or retraining will result in formal performance review.