We are hiring

PA &
Appointment Setter

Discovery calls, the podcast, events, travel, and a diary that changes shape most weeks. Jimmy has all of it. What he does not have is one person running it. This role is two halves: appointment setting on the phone, and personal assistant to Jimmy.

Location Melbourne preferred
Type Full time, permanent
Hours Mon to Fri, 9 to 5
Reports to Jimmy
How to apply

Ask anyone here about Jimmy and you will get a story. High energy, hard to dislike, and usually mid conversation with someone who is about to become a client. Podcast one morning, event that night, airport the next day.

Which is the problem we are hiring to fix. Every lead that lands with Jimmy passes through you, and how fast and how well you handle it is the difference between a discovery call in the diary and a good prospect quietly going cold.

Booking the call is the easy part. Making sure the right call is booked, at the right time, with everything he needs to walk in prepared, is the actual job.

The other half of the job is straightforward personal assistant work: his inbox, his calendar, his travel, his expenses, and having him prepared for whatever is next. Not glamorous, and the role does not work without it.

You will hold the shape of his whole week, not just the appointments in it. And you will make sure no client ever feels like they are competing with a podcast for his attention.

Two things worth being upfront about

You will be on the phone most of the day, and a significant part of the rest of it is CRM work. If either of those sounds like the boring part rather than the job, this is not the role for you. We would rather say that here than at the end of a second interview.

Role purpose

What the role actually involves.

Eight things this seat owns, across both halves of the role. Only one of them is the diary.

Hold the diary

  • Book, confirm and reschedule his discovery calls and client appointments, and protect the time around them.
  • Hold the diary day to day, and book around a busy schedule of client work and media commitments.
  • Make sure Jimmy walks into every appointment knowing who he is seeing and why.

Work the phone

  • Outbound calls and inbound enquiries, qualifying and booking them into his diary.
  • You will be on the phone for a large part of the day and you need to be comfortable there.
  • Warm, confident, and able to have a real conversation rather than read from a script.

Keep the lead flow efficient

  • Every enquiry that comes to Jimmy gets picked up quickly, qualified properly, and either booked into a discovery call or closed out. Speed and care both matter, and they are not in conflict.
  • Watch where his enquiries are coming from and how they are converting, and say something when a source dries up or a pattern changes.
  • The client is the priority in every decision about the diary. If something has to move, it is not the client conversation.

Follow up until it is done

  • Leads and prospects get chased consistently until they are either booked or closed out. Nothing is left sitting.
  • This is the part of the role that separates a good appointment setter from an average one, and it is the part we will be looking hardest at in interview.

Keep the CRM honest

  • A significant portion of the day is spent in the CRM: logging calls, notes, outcomes and next actions.
  • The standard is that anyone can open a record and see exactly where things stand without asking.
  • Base level computer skills are not enough here. You need to be quick on systems and comfortable living in software all day.

Podcasts, events and the rest of his week

  • Jimmy has a lot on outside client meetings: podcast recordings, APS events, media and speaking commitments, and the travel that comes with all of it.
  • You hold the shape of that week too. Booking around it, protecting the prep and recovery time either side, and making sure nothing collides.
  • When a commitment shifts, and it will, you are the one who reworks the week around it and tells the people who need to know.

The PA side of the role

  • Manage and triage his inbox. Flag what genuinely needs him, handle what does not, and make sure nothing sits unanswered.
  • Own the calendar end to end: invites, confirmations, locations, dial in links, and sensible buffers between commitments.
  • Book travel and build the itinerary. Flights, transfers and accommodation for events, shoots and interstate client work.
  • Have him prepared for what is next. Agendas, briefing notes and documents ready before he walks in, not after he asks.
  • Keep expenses, receipts and reconciliations submitted on time.
  • Take notes where needed and turn them into actions with an owner and a date.
  • Act as the gatekeeper. Screen requests, protect his focus time, and say no politely when it needs saying.

Work with Jimmy, his way

  • Jimmy is relaxed by nature and genuinely good company, but he likes things done a set way, and he has firm views on how clients are brought into the business and how they are looked after once they are in.
  • This role sits close to him, so the fit matters as much as the skills. He is friendly, high energy and easy to get along with, and he moves fast, so you will need to move at the same speed.
  • You will end up knowing his week better than he does. That is the point of the role, not a side effect of it.
What you will bring

Who we are after.

The left column is the bar. The right column is what would put you ahead of the field.

We need this

Essential
  • Experience in appointment setting, sales support, reception, or a similar phone based coordination role.
  • Personal assistant or executive assistant experience, or clear evidence you can run someone else’s inbox, calendar, travel and expenses without being chased.
  • Confident and warm on the phone. You enjoy talking to people all day and you do not take a no personally.
  • Genuinely organised, with a real preference for structure and consistency, because he has one too.
  • Very computer literate and fast on new systems.
  • Comfortable living in a CRM day to day. A significant portion of this role is CRM work.
  • Proactive by default. You follow through without being asked twice.
  • Discretion and sound judgement. You will be close to client and commercial information.

This would put you ahead

Nice to have
  • You have set appointments in a sales environment and know what a real booking rate looks like.
  • Background in property, high ticket sales, or professional services.
  • You have worked closely with one person before and learned to work their way rather than yours.
  • Zoho CRM experience, and familiarity with Dialpad or a similar cloud phone system.
  • You have improved a CRM process rather than just worked inside one.
  • You are already Melbourne based, or on the Gold Coast.
  • You are comfortable around media and content production.
Fit

Read both of these before you apply.

We would rather you rule yourself out here than three interviews in.

You will do brilliantly here if

Yes
  • You like structure, and you are happy working inside someone else’s system rather than inventing your own.
  • You are energised rather than exhausted by someone who is constantly on the move.
  • You would rather chase a lead down than let it go quiet.
  • You actually respect the people on the other end of the call: everyday Australians trying to build wealth through property, who have been sold to badly a hundred times and can smell it coming.
  • You follow through without needing to be chased yourself.

This probably is not for you if

No
  • You would rather be off the phone than on it.
  • You want a fixed script, a fixed list, and no judgement calls.
  • You would rather work at arm’s length than closely with one person.
  • Someone with firm opinions about how things should be done sounds like a problem rather than the point.
  • Keeping a CRM current feels like admin rather than the job.
The bar

Good is not good enough.

Plenty of people can book an appointment. The gap between a good appointment setter and a great one is not effort, it is judgement and follow through. This is the difference we are hiring for, and it is what we will be probing hardest in interview.

A good appointment setter

Does the job
  • Books the appointments they are handed and works the list in front of them.
  • Logs the call afterwards, when there is time.
  • Follows up twice, then lets it go quiet.
  • Waits to be told which leads matter this week.
  • Keeps the diary accurate.
  • Takes a no at face value.

A great one

What we are hiring for
  • Protects the time around the appointment, not just the slot in the diary. Travel, prep, and the gap either side.
  • Logs the call while it is still fresh, so the record is the truth rather than a memory.
  • Follows up until there is a yes or a no, and knows the difference between persistence and pestering.
  • Notices which leads are going cold before anyone has to ask.
  • Hands Jimmy a diary he does not have to think about, and a brief before he walks in.
  • Hears the real objection behind the polite one, and deals with that instead.
  • Says when the process is the problem, rather than quietly working around it.
  • Sees the whole week, not just the appointments. The podcast, the event, the flight and the client call are all one puzzle.
The measure of the role

What great looks like in twelve months.

This is how we will judge the role, and how you should judge yourself in it. Not activity, not effort. These nine things.

  • 01 The diary runs to a plan, and appointments are booked and confirmed without Jimmy chasing anyone.
  • 02 Nothing sits in follow up limbo. Every lead has a next action and a date against it.
  • 03 The CRM reflects reality rather than intention, and anyone can see where a prospect stands.
  • 04 Jimmy walks into appointments already briefed, every time, without asking for it.
  • 05 He is spending his time in front of clients, not organising who he is seeing.
  • 06 You know your own numbers. Calls made, appointments booked, conversion, and where the drop off happens.
  • 07 No enquiry sits waiting. Leads that come to Jimmy are picked up fast, and prospects notice.
  • 08 He is not doing his own admin. Inbox, travel and expenses are handled before he thinks to ask.
  • 09 The follow up process is better than the one you inherited, because you improved it.
Over to you

Sound like you?

Applications are by email. Send everything listed here in one message and we will come back to you.

Not for you, but a name came to mind while you were reading? Please send this on. Referrals from our own community have worked out well for us before.

Email your application to

Recruitment@Australianpropertyscout.com.au

Subject line: PA and Appointment Setter application

Please include

  • Your CV.
  • Where you are based. Melbourne, the Gold Coast, or elsewhere in Australia.
  • A lead you chased down that nobody else would have, and what it took.

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