This is a remote position.

We are looking for a Lean-Pro Booking Coordinator to play a crucial role in managing the operations of our sales team. In this role, you will be responsible for maintaining an efficient booking system, ensuring that every prospective client has a smooth and timely experience. You’ll handle scheduling, follow-up communications, and real-time coordination, ensuring that no lead slips through the cracks. This high-impact, high-ownership role is perfect for someone who thrives in fast-paced, dynamic environments and loves ensuring clients feel supported and cared for.

Responsibilities:

Booking & Calendar Management:

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  Monitor, post, and reassign ghost sales calls to available Senior Health Advisors in real-time.

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  Communicate with leads before their appointments to ensure timely connections and address no-shows or delays.

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  Use tools like OnceHub and GoHighLevel to manage bookings, update calendar availability, and reschedule consults as needed.

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  Handle refunds when necessary.

Lead Coordination & Communication:

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  Call leads who have purchased but haven’t scheduled their consultation to assist with booking.

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  Manage reschedule requests and coordinate with the rescheduling team to follow up on unbooked leads.

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  Respond to voicemails and route requests to the appropriate team members.

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  Send personalized texts and emails using prewritten templates, ensuring effective lead engagement.

CRM & Pipeline Support:

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  Keep CRM updated with lead statuses (e.g., “needs scheduled,” “lost,” “rescheduled”).

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  Complete and log calendar tasks like confirming rescheduled attendance.

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  Track lead communication, refunds, and call outcomes in organized spreadsheets.

Consult Support & Documentation:

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  Provide leads with links to health assessments, questionnaires, and booking pages.

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  Answer frequently asked questions using canned responses.

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  Ensure leads are well-prepared for their consultation.

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  Maintain accurate documentation on lead interactions, call attendance, and reassignment notes.

Requirements

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  At least 1 year of experience in customer service, booking coordination, or similar roles.

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  Familiarity with CRM systems (e.g., GoHighLevel, OnceHub) and basic pipeline management.

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  Strong verbal and written communication skills, with an ability to handle client inquiries professionally and efficiently.

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  Ability to work in a fast-paced environment while managing multiple priorities.

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  Attention to detail and organizational skills to ensure timely and accurate follow-ups.

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  Proficient in using Google Workspace (Docs, Sheets, Drive) and communication tools such as Gmail, Slack, and Zoom.

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  Experience in health or wellness industries is a plus but not required.

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  Consistently meet deadlines and manage a high volume of tasks without needing constant direction.

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  Proactively identify and resolve scheduling conflicts or potential issues before they escalate.

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  Demonstrate a strong customer-first mindset and the ability to represent the brand with professionalism.