Scheduling Specialist
Job Type: Full-Time
Work Hours: Monday to Friday, 8:00 AM to 5:00 PM CST, with a 1-hour unpaid break
Salary: $1,200 per month
Job Overview:
We are seeking a highly organized and detail-oriented Scheduling Specialist to support our operations team by coordinating appointments, managing scheduling requests, and ensuring accurate job allocation across service workflows. This role plays a critical part in maintaining efficient scheduling processes, delivering excellent customer communication, and supporting operational consistency through adherence to established procedures. The ideal candidate is process-driven, proactive, and comfortable working in a fast-paced environment while managing multiple priorities.
Key Responsibilities:
Scheduling & Coordination
- Schedule, reschedule, and confirm appointments using internal scheduling systems and CRM platforms.
- Coordinate technician assignments and ensure appointments are scheduled efficiently based on availability and service requirements.
- Verify job details, service types, locations, and appointment information prior to confirmation.
- Communicate appointment availability and scheduling updates to customers in a timely and professional manner.
- Monitor schedules and identify potential conflicts, overlaps, or resource constraints.
- Escalate scheduling conflicts, special requests, or non-standard situations to the appropriate team member.
Customer Communication
- Manage inbound and outbound customer communication related to scheduling and appointment coordination.
- Respond to routine customer inquiries using established processes and approved communication guidelines.
- Provide appointment confirmations, updates, and reminders as needed.
- Maintain professional and customer-focused communication at all times.
Administrative Support & Documentation
- Maintain accurate records, notes, and status updates within the CRM and scheduling systems.
- Ensure all scheduling activities are properly documented and tracked.
- Assist with administrative tasks related to appointment management and workflow coordination.
- Support process improvements by identifying scheduling inefficiencies or areas for clarification.
Process Compliance & Escalation
- Follow company procedures and scheduling guidelines consistently.
- Escalate issues, exceptions, or requests outside standard processes to the appropriate supervisor.
- Maintain accuracy and attention to detail when handling scheduling changes and customer information.
- Support operational efficiency by ensuring all scheduling activities align with company standards.
Qualifications:
- Previous experience in scheduling, dispatching, administrative support, customer service, or a related role.
- Strong organizational and time-management skills with the ability to manage multiple schedules and priorities.
- Excellent written and verbal communication skills.
- High attention to detail and commitment to accuracy.
- Experience using CRM systems, scheduling software, and business communication tools.
- Strong problem-solving skills and the ability to identify scheduling conflicts proactively.
- Comfortable working within established processes while knowing when to escalate issues.
- Ability to thrive in a fast-paced, high-volume environment.
- Proficiency with Microsoft Office Suite and cloud-based business applications.
- Experience using tools such as Helpwise(customer email management), Pipedrive(CRM and job tracking), Slack(internal communication), and scheduling/calendar management platforms.
- Reliable internet connection and a dedicated remote work environment.
Note: An NBI or police clearance will be required upon acceptance of the job offer.
