[Remote] Admissions Coordinator - Outbound Calling Appointment Setter

Note: The job is a remote job and is open to candidates in USA. Pompa Program is a rapidly growing company dedicated to helping people improve their health. The Outbound Admissions Coordinator plays a crucial role in supporting Health Advisors by managing client communications, scheduling appointments, and ensuring clients are prepared for consultations.

Responsibilities

• Calendar & Booking Management
• Actively monitor Health Advisor calendars to ensure appointments are accurately scheduled, confirmed, and balanced
• Review upcoming consultations for correct timing, time zones, appointment type, and attendee details
• Proactively reorganize, reschedule, or adjust bookings when conflicts, missing requirements, or client availability issues arise
• Protect Health Advisor time by resolving scheduling issues ahead of appointments whenever possible
• Confirm that all required pre-appointment steps are completed prior to the Health Advisor session
• Identify missing forms, incomplete registrations, or readiness gaps and take timely action to resolve them
• Clearly communicate non-negotiable requirements needed for a consultation to proceed
• Flag unqualified or unprepared appointments and coordinate next steps with the appropriate teams
• Conduct light, early-stage pain discovery to understand the client’s primary concerns, motivations, and goals at a high level
• Capture surface-level symptoms, frustrations, and desired outcomes without diagnosing or advising
• Document relevant insights clearly in the CRM so Health Advisors have meaningful context prior to the call
• Help ensure Health Advisors are not walking into consultations 'cold.'
• Communicate with clients via text, phone, and email to confirm attendance, readiness, and expectations
• Help clients feel at ease by explaining what to expect during their consultation
• Edify the assigned Health Advisor by reinforcing their role, expertise, and ability to guide the client, building trust and confidence before the appointment
• Reduce last-minute cancellations and no-shows through timely follow-up, reassurance, and clarity
• Maintain frequent, clear communication with Health Advisors regarding client readiness, scheduling changes, and key insights
• Assist Health Advisors with client management matters by ensuring accurate information, notes, and follow-ups are in place
• Serve as a communication bridge between Advisors, Admissions, and Operations to ensure continuity and alignment
• Maintain accurate, detailed notes in HubSpot and related systems
• Track appointment status, confirmations, changes, and client readiness indicators
• Demonstrate strong proficiency in texting, calling, and CRM management, ensuring all client interactions are documented properly
• Use approved communication tools and workflows to support consistency and compliance
• Identify and flag non-responsive or high-risk appointments as PRIORITY for phone follow-up
• Work closely with the Priority Call Specialist to ensure urgent outreach is completed promptly
• Proactively address potential no-shows within the next 48 hours
• Maintain a revenue-protection mindset when managing readiness and scheduling

Skills

• Strong organizational and time-management skills
• Comfort working in CRM systems and digital communication tools
• Confident, warm, and professional communication style
• High attention to detail and follow-through
• Ability to gather and document client information without advising or diagnosing
• Experience in client coordination, scheduling, or support roles preferred

Benefits

• Competitive salary and benefits package.
• PTO and paid company holidays.
• Health, Dental, Vision, Life Insurance options.
• Opportunities for professional growth and career advancement.
• Remote work environment.

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