Client Intake & Discovery Specialist

Frontline Source Group - Nationwide Staffing & Executive Search; United States; Remote; USD 70,000 - 110,000; Full time

Benefits offered by this job

Medical, dental, vision

Paid time off

Paid holidays

Job summary

Frontline Source Group - Nationwide Staffing & Executive Search is seeking a consultative, front-of-funnel specialist. You will respond quickly to inbound inquiries, conduct structured discovery calls, and decide on engagement viability.

The role emphasizes organization, urgency, and professional communication to protect recruiter time and set up successful engagements. Ideal candidates have 3+ years in staffing sales or business development, with proven ability to qualify opportunities, discuss

Qualifications

• 3+ years of sales or business development experience in the staffing industry.
• Proven ability to qualify client opportunities, present fee agreements, and close or advance engagements.
• Comfort speaking with C-level executives, HR leaders, hiring managers, and business owners.

Responsibilities

• Respond to inbound inquiries with urgency, across phone, web form, email, and LinkedIn.
• Lead 20–40 minute discovery calls to understand role, structure, compensation, urgency, and open status.
• Ask thoughtful questions to identify client needs and gaps in the role.
• Qualify opportunities against fit criteria: search level, compensation, geography, fee structure, exclusivity, timeline, decision-makers.
• Document clear next steps and reasoning; hand off to recruiters with a thorough intake packet.
• Maintain CRM/ATS records with accurate pipeline data and follow-up schedules.

Skills

Active listening

Professional communication

Urgency

Organization

Decision making

Discovery calls

Tools

Bullhorn

Salesforce

Microsoft Office 365

Job description

This position is fully remote; however, candidates must reside in the Dallas–Fort Worth, Texas area. Relocation is not offered.

About the Role

You are the first voice a prospective client hears when they contact Frontline Source Group about a search. Your role is to respond quickly, conduct a highly organized and structured discovery process, qualify the opportunity, and make a clear, decisive determination about whether it is a search we can win and successfully deliver.

This is not a cold-calling role. It is a consultative, front-of-funnel position that protects recruiter time and sets every engagement up for success from the very first conversation.

Professionalism, urgency, organization, decisiveness, active listening, and consistent follow-through are essential to success in this role. We are looking for someone who takes ownership of every inquiry, listens carefully before recommending a path forward, documents details thoroughly, communicates professionally, and never lets an open item fall through the cracks.

What You'll Do

• Respond to every inbound client inquiry with a strong sense of urgency — phone, web form, email, and LinkedIn — within the same business day, typically within the hour.
• Lead 20–40 minute discovery calls using our intake framework to understand the role, hiring manager, organizational structure, compensation, urgency, and why the position is open.
• Be an exceptionally attentive listener who asks sharp, relevant questions and accurately identifies what the client is saying — and what may be missing.
• Qualify every opportunity against our fit criteria: search level and function, compensation range, geography, fee structure acceptance, exclusivity/retained vs. contingent, timeline, and decision-maker access.
• Make a clear, decisive next steps / refer recommendation and document the reasoning.
• Build a complete intake packet including role summary, must-haves, deal-breakers, interview process, budget, stakeholders, and other information needed by the recruiting team.
• Conduct a professional, organized handoff to the assigned recruiter, including a live introduction whenever appropriate.
• Explain our service model, fee structure, and process confidently and professionally; handle initial objections and escalates pricing negotiations to leadership.
• Own the follow-up process from beginning to end. Track commitments, next steps, unanswered questions, and pending decisions, and consistently follow up until the opportunity is advanced, declined, referred, or intentionally placed into nurture.
• Log every inquiry, call, outcome, and next step in the CRM/ATS and maintain exceptionally clean and accurate pipeline data.
• Follow up on inquiries that aren't ready yet and re-engage them according to an established schedule.
• Track and report intake metrics: inquiry volume, response time, qualification rate, handoff-to-signed-agreement rate, and lost-reason trends.
• Share market feedback with recruiters and leadership, including what roles are coming in, what clients are asking for, where opportunities are stalling, and where we’re losing business.

What We're Looking For

• Resides in the Dallas–Fort Worth area (required); the role is fully remote but occasionally requires in-person meetings with leadership, recruiters, or clients.
• 3+ years of sales or business development experience in the staffing industry, with direct exposure to executive search (required). Candidates without staffing/search sales experience will not be considered.
• Proven record of qualifying client opportunities, presenting fee agreements, and closing or advancing search engagements.
• Comfortable speaking with C-level executives, HR leaders, hiring managers, and business owners.
• A strong listener who asks thoughtful questions, listens more than they talk, and can quickly identify the client’s true needs and priorities.
• Highly professional and polished in phone, email, video, and written communication.
• Strong sense of urgency: understands that speed matters in recruiting and consistently responds, acts, and follows through without being chased.
• Extremely organized and disciplined: able to manage multiple inquiries, discovery calls, follow-ups, handoffs, and pipeline activity without losing details.
• Decisive and comfortable making judgment calls: able to determine whether an opportunity is a fit, confidently recommend go / no-go / refer, and respectfully explain the reasoning.
• Able to read a job requirement and quickly judge realism: Is the compensation aligned to the market? Is the title inflated? Is the client actually ready to hire?
• Confident saying no to a poor-fit search while remaining respectful, professional, and relationship-oriented.
• Exceptional follow-through: does what they say they will do, keeps commitments visible, closes communication loops, and consistently follows up with clients and internal stakeholders.
• Organized and disciplined about documentation; CRM/ATS experience required (Bullhorn, Salesforce, or similar). Well-versed in Microsoft Office 365 products.
• Clear, professional writing for intake notes, follow-up emails, and recruiter handoffs.
• Solid working knowledge of contingent vs. retained search, fee agreements, guarantees, and standard staffing terms.
• Able to manage a fast-moving front-end pipeline while maintaining a high level of accuracy and professionalism.

The Person Who Will Succeed Here

We are looking for someone who naturally takes ownership.

When an inquiry comes in, you respond quickly. When you have a discovery call, you listen carefully and ask the right questions. When information is missing, you get it. When a search is a fit, you move it forward decisively. When it isn’t, you communicate that professionally. When you promise a follow-up, you make it happen.

You should be someone who is organized without being rigid, urgent without being frantic, decisive without being dismissive, and confident without being overbearing.

You understand that every interaction represents Frontline Source Group. You treat clients and colleagues with respect, communicate clearly, keep your commitments, and make sure nothing falls through the cracks.

Success in the First 90 Days

• Every inbound inquiry responded to within one business day — usually within the hour.
• Discovery framework and qualification criteria mastered; recommendations aligned with leadership on 90%+ of calls.
• Recruiters receive complete intake packets with no re-discovery needed.
• Intake pipeline and lost-reason reporting live and reviewed weekly.
• Follow-up activity is consistent, documented, and timely, with no avoidable opportunities lost because of missed communication or incomplete follow-through.
• Clients and recruiters experience the intake process as professional, organized, responsive, and decisive.
• Base salary plus a bonus tied to qualified handoffs and signed agreements.
• Medical, dental, vision, paid time off, and paid holidays.
• 100% remote work with periodic in-person meetings in the DFW area.