Scheduling Representative

Job Title: Scheduling Representative

Monthly Pay: $3,255 - $4,325 USD per month

Summary:

Working in a scheduling and calendar tool such as Calendly and a CRM such as HubSpot, the Scheduling Representative helps customers arrange business service appointments and receive clear confirmations. This entry level role sits within the administrative support team and works under a scheduling team lead who guides daily priorities and answers questions. The representative communicates with customers, service representatives, and administrative colleagues to match appointment requests with available service times and prevent avoidable delays. This position is fully remote, allowing you to work from home in Indiana, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

Job Responsibilities:

• Review incoming appointment requests from the shared email queue and telephone messages, identifying new bookings, rescheduling requests, cancellations, and questions needing a response.
• Answer customer calls through a contact-center phone system such as RingCentral, explain the scheduling process, and clarify the business service requested.
• Verify customer contact information, appointment purpose, expected duration, and preferred availability before offering suitable openings within the approved service calendar.
• Check available service capacity, existing reservations, and staff availability to avoid overlaps and offer realistic alternatives when requested times are unavailable.
• Communicate appointment options clearly, confirm the customer's selection, and enter the agreed date, time, service type, and assigned service representative.
• Send appointment confirmations and preparation information using approved templates, checking that each message reflects the booking and any relevant attendance instructions.
• Update customer profiles and appointment notes promptly so colleagues can understand the request, the response provided, and the next action without repeating questions.
• Process requested appointment changes and cancellations, notify affected service representatives, and release unused calendar openings for other customers when appropriate.
• Follow up on unanswered scheduling questions and pending confirmations; refer unresolved conflicts, unusual requests, or unavailable service options to the scheduling team lead.
• Maintain quality through accurate bookings, timely responses, complete notes, and documented follow-up, using feedback from the team lead to improve consistency.

Qualifications:

• High school diploma or equivalent.
• No experience required; related experience in scheduling, customer contact, or administrative support is preferred.
• Basic understanding of appointment booking, calendar availability, service capacity, and the importance of confirming details before committing to a time.
• Willingness to learn the scheduling, customer tracking, and telephone systems described above through guided practice and written instructions.
• Clear spoken and written communication for explaining appointment options, answering routine questions, and confirming agreed arrangements with customers.
• Careful data entry and verification habits, including checking contact details and recording accurate appointment notes without unnecessary personal information.
• Ability to recognize competing requests, offer available alternatives courteously, and seek guidance rather than promise unavailable appointment times.
• A reliable computer, high-speed internet, and quiet private workspace; availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.

Perks & Benefits:

• Fully remote work from your home workspace in Indiana.
• Structured onboarding and training on the scheduling, CRM, and telephone systems named above.
• Regular check-ins with the scheduling team lead for guidance, questions, and feedback.
• Opportunities to build scheduling, service coordination, conflict resolution, and customer communication skills through daily practice.
• Health coverage, paid leave, a 401(k), bonus opportunities, and stipends.