Appointment Coordinator

Are you looking to advance your career and truly make a difference? Are you an organized, self‑motivated individual with excellent interpersonal skills? Our growing financial firm located in Vancouver, WA is looking for an Appointment Coordinator. This individual will be responsible for engaging with clients and prospective clients after they have shown interest in one of the many company marketing funnels.

This role will not rely on cold calling to convert leads; instead, you will engage leads after they have shown interest in one of our many marketing funnels, including informational workshops/seminars, webinars, radio ads, TV ads, social media, website leads, You Tube videos, paid social media, etc.

The ideal candidate will be a good conversationalist, an excellent communicator, express a positive attitude, be persistent and confident. They will have excellent follow‑up skills and have the ability to build relationships over phone, email and text, while never making the lead feel uncomfortable or pressured.

Full‑Time/Hybrid

Salary: $50k to $60k

• Highly personable with a positive attitude
• Excellent communicator
• Ability to work independently with little supervision
• Remarkable organizational and prioritization skills, with meticulous attention to detail
• Goal‑driven team player with a results‑driven approach
• Strong work ethic
• An entrepreneurial perspective to build client base
• Present self with a professional and polite manner
• Comfortable communicating over phone and email, leveraging CRM tools like Salesforce, Google Suite, calendar, scheduling, SMS platforms and similar technology
• Willingness to learn our CRM, booking app and other company applications
• Speak with confidence about the firm’s mission, core competencies, the services we provide and the content we produce
• Genuine enthusiasm for understanding our target audience, typically in or nearing retirement, including their motivations, aspirations and habits
• Exceptional phone communication skills
• Bachelor’s degree or equivalent experience preferred
• Proficient with MS Office Suite
• Experience updating and editing records in CRM
• Exceptional time management skills
• Proven record of getting prospects/clients engaged

• Calling and scheduling with prospective clients
• Track weekly and monthly progress of all calls made in CRM system, this includes number of calls made, appointments set and appointments kept
• Consistent follow‑up with prospective clients
• Assist in the management of the Advisor's calendar through setting first appointments
• Assist in the management of the Advisors’ through setting client appointments
• Follow all protocols for appointment setting, including naming conversation, color coding and tracking
• Possess an awareness about upcoming events, promotional materials and other marketing strategies and leverage these events to convert leads into appointments
• Main backup for front office

• Update CRM with details on all conversations and appointments
• Update and edit records in the CRM and marketing applications

• Attend seminars & workshops
• Attend client events

• Implement and assist in the creation of contact strategies to keep open leads engaged with the brand, including appointment setting, appointment confirmations and event reminders – leveraging both phone and email
• Represent the Client brand in all lead and client interactions, including by phone, in email and in person
• Perform other duties and projects as assigned

• Follow up with appointment cancellations to help reschedule and re‑engage prospective clients
• Help create exceptional first impressions for prospective clients through professional, friendly, and confident communication
• Develop a strong understanding of the firm’s services, educational content, and planning approach in order to effectively communicate and pre‑position the value of meeting with the firm
• Confidently discuss the firm’s products, services, events, and process while helping prospects feel comfortable and informed throughout the scheduling process
• Support additional projects and operational needs as assigned by department leadership, including event coordination, vendor communication, pricing coordination, and administrative support