What are the responsibilities and job description for the Scheduling Coordinator position at ATIS Elevator Inspections, LLC?
The ATIS Group, with ATIS in the US and KJA in Canada, are the premier elevator and escalator consulting, management, and inspection businesses operating across North America.
Our inspection services cover the US with more than 185 Qualified Elevator Inspectors (QEI). Our global team of industry veteran elevator and escalator consultants spans all of North America.
As consultants we leverage our decades of industry experience to assist our clients in everything from engineering and designing new elevator installations to assessing existing equipment, determining the need for modernization, and managing maintenance and compliance.
With offices located throughout the US and Canada, we are well positioned to assist all clients, whether for a single elevator, or for a global corporation with thousands of devices.
Candor. Boldness. Safety. Teamwork.
Job Description Summary
Basic Purpose
A Scheduling Coordinator coordinates schedules and appointments between the inspector and the elevator company. Schedulers must consider how much time is needed for the required services, travel time between locations, and other variables such as the facilities’ availability, days and hours of operation. The Scheduler contacts the elevator company to coordinate the appointment via phone or email to establish the day and time that works best for the customer, the inspector, the elevator company, and any other required vendors. They should be professional, organized, and responsive to any requests received.
A good Scheduler should be able to look at a current schedule and rework the flow, with minimal impact to other customers, in order to prioritize an emergent client need. Schedulers also manage cancelations, notifying the elevator company, inspector and/or the CSR for the area so everyone is aware that the job has been rescheduled and coordinate to find an alternate date and time for all involved parties. Once appointments have been confirmed between the elevator company and the scheduler, the scheduler updates the work order and generates an event/inspection record in NetSuite to prompt next steps by the Customer Service Representative (CSR) and the Inspector.
Scope
Schedulers coordinate appointments for the inspectors in the field with the elevator companies for our clients. Their main duties include planning out the inspectors’ weekly schedule, determining appointment lengths based off the needed services and emailing or calling the elevator company to arrange dates and times based off the availability of all parties.
Reporting and Working Relationships
Schedulers report to the Office Manager for the area. Schedulers primarily work with the Customer Service Representatives (CSR) assigned to their territory, the elevator company’s scheduling representatives, and the inspectors assigned to the area.
Primary Responsibilities (100%)
This position operates in a professional office environment.
Travel
Minimal travel required. This may include visits to regional offices, company-required functions, and visiting potential acquisitions as necessary.
Qualifications
ATIS is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to sex, race, color, religion, national origin, age, marital status, political affiliation, sexual orientation, gender identity, genetic information, disability or protected veteran status. We are committed to providing a workplace free of any discrimination or harassment. If you have a disability and are having difficulty accessing or using this website to apply for a position, you can request help by calling 1-314-441-3997 or by sending an email to hr@atis.com. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Our inspection services cover the US with more than 185 Qualified Elevator Inspectors (QEI). Our global team of industry veteran elevator and escalator consultants spans all of North America.
As consultants we leverage our decades of industry experience to assist our clients in everything from engineering and designing new elevator installations to assessing existing equipment, determining the need for modernization, and managing maintenance and compliance.
With offices located throughout the US and Canada, we are well positioned to assist all clients, whether for a single elevator, or for a global corporation with thousands of devices.
Candor. Boldness. Safety. Teamwork.
Job Description Summary
Basic Purpose
A Scheduling Coordinator coordinates schedules and appointments between the inspector and the elevator company. Schedulers must consider how much time is needed for the required services, travel time between locations, and other variables such as the facilities’ availability, days and hours of operation. The Scheduler contacts the elevator company to coordinate the appointment via phone or email to establish the day and time that works best for the customer, the inspector, the elevator company, and any other required vendors. They should be professional, organized, and responsive to any requests received.
A good Scheduler should be able to look at a current schedule and rework the flow, with minimal impact to other customers, in order to prioritize an emergent client need. Schedulers also manage cancelations, notifying the elevator company, inspector and/or the CSR for the area so everyone is aware that the job has been rescheduled and coordinate to find an alternate date and time for all involved parties. Once appointments have been confirmed between the elevator company and the scheduler, the scheduler updates the work order and generates an event/inspection record in NetSuite to prompt next steps by the Customer Service Representative (CSR) and the Inspector.
Scope
Schedulers coordinate appointments for the inspectors in the field with the elevator companies for our clients. Their main duties include planning out the inspectors’ weekly schedule, determining appointment lengths based off the needed services and emailing or calling the elevator company to arrange dates and times based off the availability of all parties.
Reporting and Working Relationships
Schedulers report to the Office Manager for the area. Schedulers primarily work with the Customer Service Representatives (CSR) assigned to their territory, the elevator company’s scheduling representatives, and the inspectors assigned to the area.
Primary Responsibilities (100%)
- Being available and reachable during your region’s office hours.
- Reviewing dashboard lists to determine what needs to be scheduled.
- Review the inspector’s availability via their Outlook calendar.
- Put requested jobs on the inspector’s calendar for availability and forecasting.
- Submit the scheduling request via email or phone to the elevator company.
- Update the work order with notes regarding scheduling attempts so others in the company are aware of attempts in case a dispute arises.
- Once confirmation is received from the elevator company, update the work order with the date, time and inspector’s name.
- Creates an Event/ Inspection Record prompting the system to update the inspector’s NS calendar, notifying the inspector of the job and prompting the CSR for the area to contact the Client to confirm the appointment.
- Answering calls or emails and assisting elevator companies, inspectors and other team members with questions and concerns.
- Generating work orders when needed to fulfill inspection requests of elevator companies.
This position operates in a professional office environment.
Travel
Minimal travel required. This may include visits to regional offices, company-required functions, and visiting potential acquisitions as necessary.
Qualifications
- A high school diploma or equivalent
- 5 years scheduling experience
- Ability to manage priorities and workflow
- Dependable and available during normal business hours, 40 hours a week
- Excellent customer service, communication, organizational skills, and responsiveness
- Basic computer skills and knowledge of MS programs
- Versatility, flexibility, and a willingness to work with constantly changing priorities
- Clerical or administrative experience is preferred
- Basic conveyance knowledge is a plus, but not required
- Initiative
- Ethics
- Business Acumen
- Time Management
- Organization
- Communication
- Customer Service
- Attention to Detail
ATIS is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to sex, race, color, religion, national origin, age, marital status, political affiliation, sexual orientation, gender identity, genetic information, disability or protected veteran status. We are committed to providing a workplace free of any discrimination or harassment. If you have a disability and are having difficulty accessing or using this website to apply for a position, you can request help by calling 1-314-441-3997 or by sending an email to hr@atis.com. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.