Appointment Coordinator

We are seeking a detail-oriented and proactive Appointment Coordination & CRM Specialist to manage the flow of appointments from multiple lead sources, ensure seamless scheduling for our sales team, and maintain accurate data within our CRM. This role is essential in supporting sales productivity by ensuring appointments are high-quality, properly documented, and consistently followed up.

Key Responsibilities

Appointment Intake & Scheduling

Receive appointments from various inbound sources (online forms, lead platforms, call centers, etc.).

Assign and schedule appointments directly into sales representatives’ calendars based on availability, territory, and workload.

Confirm appointment details and ensure all necessary information is complete before scheduling.

CRM Data Management

Upload and maintain accurate appointment and feedback data in the company CRM system.

Update appointment outcomes, notes, and lead status based on sales representative reports.

Ensure all CRM records are organized, consistent, and compliant with internal data standards.

Sales Team Coordination

Gather feedback from sales representatives after each appointment.

Track and communicate appointment issues, changes, or follow-up needs.

Assist with rescheduling or reassigning appointments when needed.

Quality Assurance

Review appointment submissions to ensure they meet company quality standards.

Identify incomplete, low-quality, or misrouted appointments and take corrective action.

Provide feedback to lead sources or internal teams to improve appointment quality.