Scheduling Coordinator Admin Assistant

Position Overview

The role of the Scheduling Coordinator Admin Assistant is to support the Scheduling Coordinator Manager in managing and maintaining field activities of the Facilities maintenance technicians and HVAC technicians.

This position offers significant growth potential, as the role will involve training for a Scheduling Coordinator position, with the goal of transitioning into a full-time Scheduling Coordinator and serving as a backup to the Scheduling Coordinator Manager.

The person best suited for this role will have strong communications skills, superior customer service, a proactive approach to problem-solving, and an ability to work efficiently in a fast-paced environment. In addition, this person will be detail oriented and team focused.

Responsibilities Include (but are not limited to):

Technical Skills:

• Assist the Scheduling Coordinator Manager in coordinating and overseeing daily technician schedules for all work orders/jobs, including any emergency calls
• Answer incoming calls, monitor ticketing system and email for incoming work requests
• Support the Scheduling Coordinator Manager in reviewing field generated paperwork, notes, materials purchases, and labor costs for accuracy to prepare for invoicing to client
• Participate in training and development to acquire the skills and knowledge necessary to become a full-time Scheduling Coordinator.
• Gradually take on more responsibilities in scheduling and coordinating, including handling high-level or more complex scheduling tasks.
• Serve as a backup for the Scheduling Coordinator Manager during their absence, ensuring continuity of scheduling operations and maintaining accurate calendars.
• Assist in pulling permits for HVAC unit installations, ensuring that all permits are obtained in compliance with local regulations.
• Schedule inspections related to HVAC installations and ensure all necessary checks are completed on time.
• Complete required paperwork accurately and within required timeframes
• Support the Scheduling Coordinator with administrative tasks as needed

Organization and Record Keeping:

• Extremely organized and able to work well under pressure
• Ability to multi-task
• Complete required paperwork accurately and within required timeframes

Other Essential Duties:

• Provide outstanding customer service
• Meet company productivity, quality, and customer satisfaction standards
• Demonstrate Company Core Values of integrity, stewardship, operational excellence, customer focused, teamwork, people development, and innovation
• Act in accordance with all Company policies & procedures
• Perform other job-related duties as assigned

Qualifications:

• Outstanding customer service and communication skills
• Strong computer skills, including intermediate MS Excel skills - must be able to use smart phone and peripheral applications
• Commitment to performing high quality work
• Ability to read, write, and speak English proficiently
• Ability to understand and follow instructions
• Ability to work in person at our Altamonte Springs location
• Desire to grow and develop into a full-time Scheduling Coordinator role and act as a backup when needed.

Additional Skills Desired:

• Experience in Customer service
• Previous experience with permitting is a plus but not mandatory
• Ability and willingness to work overtime and weekends, as necessary
• Successful completion of pre-employment drug testing and background check
• Ability to communicate with clients and property managers professionally
• Ability to exercise individual initiative and discretion and exercise good judgment in matters concerning tenants and vendors

Compensation & Benefits:

• Competitive wages
• Health insurance (very generous company contribution towards premiums)
• Dental, vision, and other additional insurance options available
• 401(k)
• Paid vacation and holidays
• Safe, professional, work environment
• Opportunities for career growth

Physical Requirements:

This position requires very little physical effort. Lifting or performing other work requiring light physical exertion (up to 20 pounds) is intermittent (not a routine part of the job) and is secondary to the job. This position requires sitting for long periods of time with an occasional need to stoop, bend, kneel, or crouch.

Job Type: Full-time

Pay: $20.00 - $23.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Ability to Commute:

• Altamonte Springs, FL 32714 (Required)

Ability to Relocate:

• Altamonte Springs, FL 32714: Relocate before starting work (Required)

Work Location: In person

Salary : $20 - $23