Lead Coordinator

Capture every inquiry, route it correctly, and make sure follow-up happens.

What Lead Coordinators Can Help With

Key Responsibility Summary

Captures every lead, routes it correctly, maintains momentum, and reports what sources are worth it.

Who This Is For

Leads fall through cracks between forms and inboxes
No clear routing rules or priorities
Source reporting is manual and incomplete

Lead Management & CRM Operations

Monitor lead intake from forms, portals, and referrals. Enrich and tag records, reach out fast, schedule appointments, maintain scripts, and keep statuses updated.

Analytics & Optimization

Build lead reports, assess conversion by source, recommend improvements, and support integrations or automations across the intake process.

Cross-Functional Coordination

Handoff leads smoothly to agents or sales. Keep stakeholders informed, align timelines, and manage deliverables with internal teams and vendors.

Marketing Collaboration

Support lead-gen campaigns, coordinate with the marketing team, and ensure follow-up is aligned across email, social, and outreach tools.

Process & Project Management

Document lead workflows, contribute to SOPs, track routing accuracy, and escalate process gaps. Ensure the system is simple and repeatable.

Market Knowledge & Continuous Learning

Track trends, study local market activity and competitors, attend trainings, and recommend tools to streamline lead flow and improve speed to contact.

Featured Support Snapshot

Sample Weekly Rhythm

Monitor intake sources, route leads, confirm first touch

Audit stale leads and trigger re-engagement

Share a summary report with observations and fixes to test

Sample KPIs

First response time — target under 10 minutes with automations

Routing accuracy — 98%

Re-engagement touchpoints sent per week — target by list

Leads without a next step — under 2%

Common Tools

CRM of choice (HubSpot, Follow Up Boss, etc.), intake forms tool, email/SMS platform, calendar tool, Zapier or native automation features.

30 / 60 / 90 Day Plan

30 Days — Intake Rules & Speed Established

Lead routing rules are documented. First response time drops. Intake sources are monitored daily.

60 Days — Systems Live & Sequences Working

Nurture automations are firing. Routing accuracy improves. First touches are consistent and tracked.

90 Days — Full Visibility & ROI Insights

Leads flow cleanly from intake to follow-up. Reports show what sources convert and what needs improvement. Lead drop-off is reduced.

Lead Coordinator Overview

A Lead Coordinator Virtual Assistant is the front line of your pipeline—ensuring every lead is responded to quickly, routed properly, and followed up with reliably. They bring visibility, accountability, and efficiency to your entire lead management process.

Lead Intake, Routing & First Response

CRM Hygiene, Nurture Sequences & Re-Engagement

Performance Reporting, Source Optimization & SOPs

With the right system in place, leads move faster, conversion goes up, and your team focuses on closing—not chasing.

Need help defining the right hire?

Strategies are custom-built for your business—role clarity, interviews, onboarding, and leadership rhythms. Direct-hire, no middleman. Typical VA rates range $4–$7/hr (varies by skill and experience).

Download my Virtual Assistant Role Guide and pinpoint where you need support to free your time and turn help into real leverage.