Booking Coordinator (Weekend)

Job Overview

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 effi cient 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:

• Monitor, post, and reassign ghost sales calls to available Senior Health Advisors in real-time.
• Communicate with leads before their appointments to ensure timely connections and address no-shows or delays.
• Use tools like OnceHub and GoHighLevel to manage bookings, update calendar availability, and reschedule consults as needed.
• Handle refunds when necessary.

Lead Coordination & Communication:

• Call leads who have purchased but haven’t scheduled their consultation to assist with booking.
• Manage reschedule requests and coordinate with the rescheduling team to follow up on unbooked leads.
• Respond to voicemails and route requests to the appropriate team members.
• Send personalized texts and emails using prewritten templates, ensuring effective lead engagement.

CRM & Pipeline Support:

• Keep CRM updated with lead statuses (e.g., “needs scheduled,” “lost,” “rescheduled”).
• Complete and log calendar tasks like confi rming rescheduled attendance.
• Track lead communication, refunds, and call outcomes in organized spreadsheets.

Consult Support & Documentation:

• Provide leads with links to health assessments, questionnaires, and booking pages.
• Answer frequently asked questions using canned responses.
• Ensure leads are well-prepared for their consultation.
• Maintain accurate documentation on lead interactions, call attendance, and reassignment notes.

Qualifications

• At least 1 year of experience in customer service, booking coordination, or similar roles.
• Familiarity with CRM systems (e.g., GoHighLevel, OnceHub) and basic pipeline management.
• Strong verbal and written communication skills, with an ability to handle client inquiries professionally and effi ciently.
• Ability to work in a fast-paced environment while managing multiple priorities.
• Attention to detail and organizational skills to ensure timely and accurate follow-ups.
• Proficient in using Google Workspace (Docs, Sheets, Drive) and communication tools such as Gmail, Slack, and Zoom.
• Experience in health or wellness industries is a plus but not required.
• Consistently meet deadlines and manage a high volume of tasks without needing constant direction.
• Proactively identify and resolve scheduling confl icts or potential issues before they escalate.
• Demonstrate a strong customer-fi rst mindset and the ability to represent the brand with professionalism.
• Willingness to work during weekends.