CPT-11203 Lead Follow-Up & Appointment Setting Virtual Assistant

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

We are a UK-based guitar school teaching children and adults through both in-person and online lessons. We are seeking a friendly, proactive, and highly organized Virtual Assistant to become the first point of contact for prospective students and parents.

The primary focus of this role is lead follow-up, appointment setting, customer communication, and CRM management. The successful candidate will respond promptly to new inquiries generated through Facebook and Google Ads, nurture leads through multiple communication channels, and book free introductory guitar lessons into our calendar.

This role is ideal for someone who enjoys building relationships, delivering exceptional customer service, and helping prospective students begin their musical journey.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Contractors will be required to provide services that align with the following client tasks:

• Follow up on new inquiries generated through Facebook Ads and Google Ads.
• Contact leads via phone, SMS, WhatsApp, and email.
• Conduct outbound calls to prospective students and parents.
• Book free introductory guitar lessons into the company calendar.
• Confirm appointments and send reminders.
• Follow up with no-shows and reschedule appointments when appropriate.
• Re-engage previous inquiries and former students.

• Welcome new students and parents.
• Maintain ongoing communication with current students and families.
• Provide a positive and professional customer experience.
• Answer general inquiries and direct questions to the appropriate team member when necessary.
• Build rapport with prospective students and parents.

• Update and maintain lead records within GoHighLevel (GHL) / LeadConnector.
• Document all communications and interactions accurately.
• Ensure no leads are overlooked or forgotten.
• Maintain clean and organized CRM records.
• Track lead progression through the enrollment process.

• Assist with inbox management and email organization.
• Support calendar management and scheduling activities.
• Maintain accurate records and administrative documentation.
• Prepare weekly performance reports.

• Generate simple weekly reports outlining:
  • Leads contacted
  • Trial lessons booked
  • No-shows
  • New student enrollments
  • Re-engaged leads and former students
• Monitor outreach and appointment-setting performance metrics.

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• Excellent spoken and written English communication skills.
• Friendly, confident, and professional telephone manner.
• Previous experience in appointment setting, customer service, sales support, or lead follow-up.
• Strong relationship-building and communication skills.
• Excellent organizational and time-management abilities.
• Ability to work independently and proactively.
• Strong attention to detail and follow-through.
• Reliable internet connection and quiet work environment.

• Experience using GoHighLevel (GHL) or LeadConnector.
• Experience working with inbound lead management.
• Experience in education, coaching, music schools, tutoring services, or service-based businesses.
• Familiarity with Facebook and Google Ads lead follow-up processes.
• Experience with SMS, WhatsApp, and multi-channel communication.
• Sales or appointment-setting experience.
• Experience re-engaging dormant leads and previous customers.

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Entry, Junior, Senior, and Advanced Level
• Contracted Hours per Week: 20 hours/week
• Daily Working Time: 10 AM-12 PM UK time
• Scheduled Working Days: Monday-Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English
• ACCENT PREFERENCE: Level A-B
• REGION PREFERENCES: South Africa

• Speed of lead response.
• Number of leads contacted.
• Number of trial lessons booked.
• Trial lesson attendance rate.
• Number of new students enrolled.
• Number of re-engaged leads and former students.
• CRM accuracy and lead management effectiveness.

• Contracted Hours per Week: 20 Hours
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: Preferably 10:00 AM – 2:00 PM UK Time (with occasional flexibility for evening follow-ups)

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement