Appointment Specialist

TaxRise•Irvine, CA

16h•$18 - $20•Onsite

About The Position

The Appointment Specialist plays a vital role in the success of our sales organization by acting as a bridge between our clients and Sales Representatives. This role is responsible for ensuring clients stay engaged, informed, and on track through key milestones of their journey—starting from initial enrollment through post-investigation follow-ups. You’ll assist clients with completing documents in their client portal, guide them through financial profile submissions, and help schedule important calls. You’ll also re-engage aged leads and follow-up with prospects who previously showed interest in our services. The ideal candidate is detail-oriented, highly organized, and thrives in a fast-paced, client-focused environment. We’re all about that in-person vibe—this role is 100% on-site! If you’re excited to work side-by-side with our team (or are ready to make the move), then you’re a perfect fit. If not, we kindly ask you to hold off on applying. Thanks for understanding and happy job hunting!

Requirements

At least 2 years of experience in a support, administrative, or client-facing role, preferably in a high-volume, fast-paced environment.
Strong communication skills, both written and verbal, with a customer-first mindset.
Excellent organizational skills and attention to detail.
Proven ability to manage multiple priorities and follow up on time-sensitive tasks.
Comfortable navigating CRM platforms (Salesforce preferred) and task management tools.
Tech-savvy with working knowledge of Google Workspace (Gmail, Sheets, Calendar), Microsoft Office, and tools like Calendly and internal chat systems (e.g., Slack).
Self-motivated and resourceful; able to take initiative and work independently while collaborating effectively with a team.
High level of discretion when handling confidential information.
High school diploma or equivalent required.

Responsibilities

Manage a pipeline of newly enrolled clients and assist in completing pending documentation, agreements, and financial profiles through the client portal.
Contact clients via phone, email, and text to verify information, confirm initial payments, and obtain required signatures.
Follow up with clients to schedule their second call with the Sales Representative, where the tax investigation results and resolution program will be reviewed.
Reconnect with aged prospects who previously expressed interest but did not enroll, and assign re-engaged leads back to Sales Representatives.
Maintain accurate and up-to-date notes, case statuses, and communication logs in our CRM system (Salesforce).
Assist clients in rescheduling missed appointments and following up on unresponsive cases to keep the pipeline moving forward.
Perform periodic audits of client cases to ensure all requirements are met and processes are followed.
Collaborate with internal departments (e.g., Processing, Client Success) to gather missing documents or details.
Support additional operational and administrative tasks as needed to contribute to sales workflow efficiency.