Scheduling Coordinator

Scheduling & Calendar Management:

Location: Corporate Office (Indio, CA)
Department: Scheduling Department
Reports To: Residential Director

Position Overview:
We are looking for an organized and proactive Admin Assistant/Scheduling Coordinator to oversee scheduling operations and assist with administrative tasks within our team. The ideal candidate will be a skilled multitasker, able to coordinate appointments, manage calendars, and provide administrative support to ensure efficient day-to-day operations.

Key Responsibilities:

• Coordinate and manage schedules for staff, and other team members.
• Manage daily shift operations, ensuring the proper allocation of resources to meet business demands i.e forecast
• Schedule meetings, appointments, and events, ensuring efficient time allocation and no scheduling conflicts.
• Delegate tasks to team members and ensure tasks are completed efficiently and on time.
• Provide on-the-job training to new hires and current employees, ensuring they follow procedures and meet expectations.
• Prepare and distribute meeting agendas and reminders for upcoming appointments..

Administrative Support:

• Perform general administrative duties such as answering phone calls, managing emails, and responding to inquiries.
• Ensure the team follows safety protocols, policies, and procedures
• Prepare and proofread documents, reports, and presentations.
• Handle routine office tasks, including filing, organizing supplies, and maintaining office records.
• Address operational challenges or emergencies as they arise, such as equipment malfunctions or customer complaints.
• Assist with office-related projects and tasks as needed.
• Handle conflicts among team members professionally and ensure a positive work environment.
• Collaborate with HR

Communication & Coordination:

• Serve as the primary point of contact for scheduling requests from both internal and external parties.
• Liaise with team members, clients, and vendors to ensure meetings and appointments are scheduled promptly.
• Communicate any changes or updates to scheduled events, ensuring all participants are informed.
• Facilitate coordination between different departments or teams to ensure smooth scheduling and conflict resolution.

Data Entry & Management:

• Maintain accurate records of appointments, meetings, and schedules in digital or physical formats.
• Update contact lists, calendars, and other scheduling tools.
• Ensure accurate entry of data into scheduling software or systems (e.g., Google Calendar, Microsoft Outlook, etc.).
• Generate reports or summaries of scheduled events, as required by managers.

Meeting Preparation & Support:

• Prepare meeting rooms, virtual meeting links, and necessary materials before scheduled events.
• Take meeting minutes and distribute them to relevant participants.
• Coordinate logistics for meetings, including catering and room setup, as required.

Problem-Solving & Conflict Resolution:

• Proactively identify and resolve scheduling conflicts or issues.
• Adjust schedules based on priorities or last-minute changes while maintaining efficiency.
• Provide support in managing unexpected urgent requests or changes in schedule.

Qualifications:

• Education: High School Diploma or equivalent; associate’s degree or higher preferred.
• Experience: Minimum of 1-3 years of experience in an administrative, scheduling, or coordination role.
• Skills:
• Excellent communication skills, both written and verbal.
• Strong organizational skills with the ability to prioritize tasks and meet deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and scheduling software (e.g., Google Calendar, Microsoft Outlook).
• Ability to work in a fast-paced environment with multiple competing priorities.
• Excellent attention to detail and ability to multitask effectively.
• Problem-solving skills and ability to manage complex scheduling tasks.

Additional Requirements:

• Strong interpersonal skills and ability to work well with diverse teams.
• Ability to maintain confidentiality and handle sensitive information.
• Professional appearance and demeanor.
• Flexibility to adapt to changing priorities and last-minute adjustments.
• Ability to work independently and as part of a team.

#cali1

Job Type: Full-time

Pay: $22.00 - $25.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Indio, CA 92201: Relocate before starting work (Required)

Work Location: In person

Salary : $22 - $25