Lead Intake CRM Manager

Position Overview

ABG is seeking a highly responsive articulate and results-driven Appointment Setter and HubSpot CRM Manager.
This person will be responsible for contacting new inbound leads within 60 seconds of:

• Submitting a contact form through the ABG website.
• Calling ABGs front desk line.
• Leaving a voicemail or missed call.
• Entering ABGs lead system through another marketing channel.
• This position requires an exceptionally high sense of urgency. Every minute of delay reduces the likelihood of connecting with and converting a prospective client.
• The successful candidate must have impeccable spoken and written English a confident telephone presence strong listening skills and the ability to communicate professionally with business owners developers contractors investors property owners and other decision-makers.
• The role also includes cold calling and cold emailing targeted contact lists to create new relationships and generate opportunities in specific geographic and industry markets.

Core Responsibilities

Inbound Lead Response

• Monitor website inquiries phone calls voicemails emails and assigned lead notifications throughout working hours.
• Call every new website lead within 60 seconds of form submission.
• Return every missed front desk call within 60 seconds of receiving the notification.
• Answer live calls promptly and professionally whenever assigned to front desk coverage.
• Send an immediate follow-up email when a lead does not answer.
• Continue following up through an organized call and email cadence until the lead:
• Responds.
• Schedules an appointment.
• Requests future follow-up.
• Is confirmed as unqualified.
• Opts out of further communication.
• Never allow an inbound lead to sit in HubSpot without a documented response attempt and scheduled next action.

Lead Qualification

• Conduct an effective initial conversation to understand:
• Prospect name company and contact information.
• Project address and geographic location.
• Project type and intended use.
• Requested architectural engineering interior design permitting or consulting services.
• Current project status.
• Estimated project size and scope.
• Target schedule.
• Preliminary construction or design budget.
• Property ownership or site-control status.
• Decision-makers involved.
• How the prospect heard about ABG.
• Identify whether the opportunity is aligned with ABGs services and target markets.
• Ask clear and direct questions without making the prospect feel interrogated.
• Avoid providing technical legal pricing or code-related advice beyond the approved qualification script.
• Escalate urgent high-value or strategically important opportunities immediately.
• Appointment Setting
• Schedule qualified prospects with the correct ABG team member.
• Confirm the appointment date time meeting format project address and attendee information.
• Send calendar invitations and confirmation messages immediately.
• Send appointment reminders to improve attendance.
• Reschedule cancelled or missed appointments quickly.
• Ensure the assigned ABG team member has complete qualification notes before the meeting.
• Follow up after the appointment when directed and update the opportunity status in HubSpot.

HubSpot CRM Management

• Serve as the day-to-day owner of sales data quality in HubSpot.
• Create and maintain accurate:
• Contact records.
• Company records.
• Deal records.
• Lead-source information.
• Deal stages.
• Activity records.
• Follow-up tasks.
• Appointment records.
• Log every call voicemail email response qualification note appointment and follow-up action.
• Ensure every open lead has:
• A clearly assigned owner.
• The correct pipeline stage.
• Complete contact information.
• A documented last activity.
• A scheduled next action.
• A realistic follow-up date.
• Move deals through ABGs sales pipeline based on verified activity:
• First Contact.
• Discovery.
• Send Fee.
• Fee Sent.
• Standby.
• Accepted.
• Send Contract.
• Contract Sent.
• Project Won or Project Lost.
• Prevent duplicate contacts companies and deals.
• Standardize naming conventions and correct incomplete or inaccurate records.
• Identify stale deals overdue tasks missing follow-ups and opportunities without recent activity.
• Maintain lead lists call queues workflows templates sequences and reporting dashboards.
• Produce daily and weekly reports covering:
• New inbound leads.
• Average response time.
• Leads contacted within 60 seconds.
• Contact rate.
• Qualified leads.
• Appointments scheduled.
• Appointment attendance rate.
• Outbound calls and emails.
• New relationships created.
• Pipeline-stage movement.
• Stale or neglected opportunities.
• CRM data-quality issues.
• Cold Calling and Cold Emailing

Conduct structured outbound campaigns targeting ABGs priority markets.

• Call and email prospective:
• Real estate developers.
• General contractors.
• Commercial property owners.
• Real estate investors.
• Brokers and tenant representatives.
• Property managers.
• Franchise owners and operators.
• Restaurant and hospitality groups.
• Retail and industrial businesses.
• Multifamily and residential developers.
• Strategic referral partners.
• Research contacts and verify names titles companies telephone numbers email addresses locations and market relevance.
• Use approved scripts and email templates while keeping conversations natural and personalized.
• Introduce ABGs capabilities clearly and confidently.
• Focus on building relationships identifying upcoming projects and securing introductory meetings.
• Handle common objections professionally and continue the conversation without becoming aggressive.
• Document all outbound activity and prospect responses in HubSpot.
• Create follow-up tasks for every viable prospect.
• Maintain organized prospect lists by market relationship type campaign and opportunity status.
• Provide feedback on which industries messages and contact lists generate the strongest results.

Non-Negotiable Performance Standards

• Demonstrate an exceptional sense of urgency at all times.
• Contact new inbound leads within 60 seconds during assigned coverage hours.
• Maintain impeccable spoken and written English.
• Communicate clearly without grammatical errors excessive filler words slang or an unprofessional tone.
• Remain available and attentive during scheduled lead-response coverage.
• Treat every inbound inquiry as a time-sensitive potential client.
• Complete CRM updates immediately after each interaction.
• Never rely on memory or personal notes in place of HubSpot documentation.
• Never leave a lead without a clearly documented next action.
• Follow through on commitments without repeated reminders.
• Maintain a polished confident helpful and professional demeanor.
• Protect confidential client project and company information.
• Key Performance Indicators

Percentage of inbound leads called within 60 seconds.

• Average first-response time.
• Inbound lead contact rate.
• Qualified-lead rate.
• Appointment-setting rate.
• Appointment attendance rate.
• Missed appointment recovery rate.
• Number of outbound calls completed.
• Number of personalized outbound emails sent.
• Outbound contact and response rate.
• Number of qualified outbound appointments scheduled.
• Number of new strategic relationships created.
• Percentage of CRM records with complete required information.
• Percentage of open opportunities with a scheduled next activity.
• Number of stale or overdue opportunities.
• Accuracy and timeliness of daily and weekly reports.
• Required Qualifications

Exceptional spoken and written English.

• Clear confident and professional telephone voice.
• Strong listening questioning and note-taking skills.
• Demonstrated success in appointment setting inside sales lead qualification business development or customer service.
• Experience using HubSpot CRM or a comparable CRM platform.
• Ability to learn ABGs services target markets qualification criteria and sales process.
• Ability to work quickly without sacrificing accuracy or professionalism.
• Strong organizational skills and consistent attention to detail.
• Ability to manage a high volume of calls emails tasks and records.
• Comfortable speaking with senior decision-makers and business owners.
• Ability to handle rejection and objections without losing momentum.
• Reliable internet telephone access and a professional work environment if working remotely.

Qualifications :

Preferred Qualifications

• Experience managing HubSpot contacts companies deals tasks lists workflows sequences and reports.
• Experience in architecture engineering construction commercial real estate professional services or a related industry.
• Experience with business-to-business cold calling and email outreach.
• Familiarity with calendar scheduling email platforms contact databases and list-building tools.
• Experience qualifying projects involving architecture engineering permitting construction development or property improvements.

Personal Characteristics

• Urgent and highly responsive.
• Persistent without being pushy.
• Organized and process-oriented.
• Competitive and motivated by measurable results.
• Comfortable being held accountable to activity and conversion targets.
• Professional under pressure.
• Coachable and receptive to call reviews and feedback.
• Proactive in identifying problems and recommending improvements.
• Consistent dependable and disciplined.
• Focused on creating an excellent first impression of ABG.

What Success Looks Like

• Prospective clients are contacted while their interest is at its highest.
• Every lead receives fast professional and persistent follow-up.
• Qualified prospects are consistently converted into scheduled appointments.
• ABGs HubSpot pipeline is accurate current and easy for leadership to manage.
• No viable opportunity is lost because of slow response poor communication or missing follow-up.
• Outbound campaigns create measurable new relationships and qualified opportunities in ABGs target markets.
• ABGs leadership receives reliable reporting and has complete visibility into every active prospect and next action.

Candidate Evaluation

• Final candidates may be asked to complete:
• A mock inbound lead-response call.
• A cold-call role-play.
• A written follow-up email exercise.
• A HubSpot data-entry and pipeline-management exercise.
• A spoken-English and communication assessment.

Additional Information :

What We Offer:

•          Supportive and collaborative team environment that values innovation and creativity.
•          Opportunities for professional growth and skill development.
•          The chance to contribute to exciting and impactful architectural projects.

Remote Work :

Yes

Employment Type :

Full-time