HR Admin and Appointment Setter

Job Summary

We are looking for a warm, confident HR Admin and Appointment Setter with strong admin skills to help us connect with small and growing businesses and nonprofits that need HR support. You will research prospects, make friendly outreach calls, qualify leads, and book discovery calls, while keeping our CRM, calendar, and prospect lists organized. The ideal candidate is comfortable on the phone, follows through on details, and is eager to learn more about HR as they grow with us.

Key Responsibilities

• Research small and growing businesses and nonprofits that match our ideal client profile and identify the right decision-makers
• Make warm, professional introductory and follow-up calls using an approved conversational script
• Listen actively, ask thoughtful questions, and use context clues to qualify leads
• Schedule and confirm discovery calls, and manage Google Calendar availability, reminders, rescheduling, and conflicts
• Record detailed call notes, lead status, and next steps in Salesforce
• Maintain clean prospect lists in Google Sheets or Excel, remove duplicates, and track all outreach
• Support Gmail inbox coordination and HoneyBook inquiry and appointment workflows
• Use AI tools such as ChatGPT and Claude for approved drafting and research, always verifying output and protecting confidential information
• Prepare clear weekly reports and join a weekly video check-in to share progress
• Take on additional support as the role grows, including client onboarding follow-ups, newsletter scheduling, referral-partner follow-up, and basic QuickBooks record organization

Mandatory Skills

• Clear, confident spoken and written English
• Friendly, professional phone presence with strong active listening skills
• Ability to follow a script naturally while adapting to each conversation
• Sound judgment, including knowing when to escalate questions instead of giving HR, legal, tax, or accounting advice
• Comfortable with Gmail, Google Calendar, and Google Sheets or Excel, or able to learn them quickly
• Strong respect for confidentiality and data privacy
• Professional video meeting etiquette
• Quiet calling space, reliable internet connection, and a quality headset
• Reliable, detail-oriented, and able to work independently
• Strong communication skills and quick to apply feedback

Preferred Skills

• Experience in appointment setting, lead qualification, cold calling, or customer service
• Hands-on experience with Salesforce or another CRM
• Familiarity with HoneyBook or QuickBooks
• HR background or familiarity with HR terminology
• Experience using ChatGPT, Claude, or other AI tools for drafting and research
• Background in professional services, calendar coordination, or LinkedIn and social media research
• Ability to manage multiple tasks and priorities simultaneously

Why Join Us

You will be joining a growing HR consulting practice at an exciting stage, where your work directly shapes how we reach and serve new clients. We offer a supportive, flexible working environment with clear guidance and plenty of room to build your skills in HR and client relations. As the business grows, your role can grow with it.

Work Schedule

Monday to Friday, 2 hours per day, Pacific Time (PT)