Appointment Setter (Outbound Scheduling Specialist)

Job Description

Job Description

Appointment Setter (Outbound Scheduling Specialist)

Role overview

The Appointment Setter is responsible for making outbound calls (and related follow-up texts/emails as appropriate) to qualified inquiries to schedule consultations and support the overall schedule-filling goals of the learning center. This role owns inquiry-to-schedule conversion through consistent follow-up and accurate scheduling.

Core responsibilities

• Make outbound calls to families from the inquiry pool to schedule consultations/visits.
• Follow up with families who didn’t book initially (calls, texts, and/or emails per company process).
• Manage scheduling logistics for consultations: confirm times, locations (in-person), and any required intake details.
• Reschedule appointments when prospects request changes and ensure updates are reflected immediately in the scheduling system.
• Track status (contact attempts, responses, booked vs. unbooked, reasons for drop-off) using the CRM/scheduling platform.
• Ensure appointment details are complete and accurate (student/parent contact info, grade level, subject/test needs, any notes required for the meeting).
• Coordinate with internal staff when special scheduling needs arise (e.g., tutoring start dates, assessment requirements, tutor availability constraints).
• Maintain high outreach volume and quality using established scripts and objection-handling guidance.
• Provide timely updates to the Education Coordinator/Director on inquiry conversion performance and schedule bottlenecks.

Required skills & qualifications

•             Must be familiar and comfortable with High School education, tutoring, college admissions, and understand the concept of a learning center environment.

•            Strong phone and communication skills; comfortable speaking with parents/guardians.

•             Excellent follow-up discipline and attention to detail.

•             Experience with high-volume scheduling, CRM tools, or appointment-based operations (preferred).

•             Professional and friendly demeanor; strong reliability and consistency.

•             Ability to learn and use the center’s scheduling workflow quickly.

Success metrics

•             Consultation/appointment booking rate from qualified inquiries.

•             Speed-to-schedule (time from inquiry availability to booked appointment).

•             Show rate improvement via confirmation and accurate scheduling details.

•             Data hygiene: accurate notes, statuses, and schedule entries.

•             Reschedule effectiveness and reduction of scheduling errors.
•             Uncapped incentive structure based on scalable success metrics.

Working style

•             Scripted yet adaptive communication.

•             Fast, organized, and highly responsive to inbound scheduling changes.

•             Comfortable with repetitive tasks and performance metrics.

Our mission is to empower students to achieve their academic goals through personalized, high-quality tutoring and consulting services.

At LevelUp Education, we envision a world where every student has access to a holistic educational support system that empowers them to reach their fullest potential. Our goal is to create a results-driven environment where personalized learning and expert guidance enable students to thrive academically and secure successful college admissions. We are dedicated to providing tailored support across a comprehensive suite of services, ensuring each student’s unique academic journey leads to their dream college and future success.

Company Description

Our mission is to empower students to achieve their academic goals through personalized, high-quality tutoring and consulting services.\n\nAt LevelUp Education, we envision a world where every student has access to a holistic educational support system that empowers them to reach their fullest potential. Our goal is to create a results-driven environment where personalized learning and expert guidance enable students to thrive academically and secure successful college admissions. We are dedicated to providing tailored support across a comprehensive suite of services, ensuring each student’s unique academic journey leads to their dream college and future success.