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 ABG’s front desk line. Leaving a voicemail or missed call. Entering ABG’s 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 ABG’s 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 ABG’s 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 ABG’s 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 reside…