Work Order Scheduler

PRIMARY FUNCTIONS AND ESSENTIAL RESPONSIBILITIES: Responsible for efficiently coordinating and managing

work orders for janitorial services. Planning, scheduling and coordinating work from start to finish; ensuring

that proper materials, equipment and personnel are available to meet customer requirements; communicating

effectively with internal and external customers and purchasing in order to coordinate work to be scheduled.

Key Responsibilities:

Communication and Coordination:

• Adjust the dates in work order management system to reflect Wet Work request.
• Utilize Master List to enter SP business partner ID number in FSM to ensure accurate billing.
• Enter Pricing in work order system and communicate with field operations to confirm or determine pricing, if needed.
• Determine contractual vs. non-contractual and billable vs. non-billable services.
• After entering information in work order system, schedules the Wet Work in system calendar.
• Releases the Wet Work for finalization by the Area Manager.
• Assistswith routine monitoring of incomplete service tickets in FSM for cancellation. (Equipment repair requests,
• QA visits, AD visits, wet works, etc.)
• Assist with administrative duties to support field personnel, including entering equipment parts in work order
• system and monitor FSM Issues Smartsheet.
• Resolve issues in work order system into invoicing queue.
• Receive, review, and prioritize work orders for cleaning tasks, assessing urgency and requirements.
• Coordinate with clients, supervisors, and service providers to gather necessary information for work order assignments.
• Liaise with clients to understand specific cleaning needs, scheduling appointments, and confirming service requirements, as needed.
• Communicate task details, updates, and changes to the janitorial team, ensuring clarity and adherence to

schedules.

Record Keeping and Documentation:

• Maintain accurate records of work orders, schedules, completed tasks, and any additional client requests or changes.
• Update databases or management systems with relevant information and keep track of inventory and supplies needed for cleaning tasks.

Troubleshooting and Problem Resolution:

• Address scheduling conflicts, emergencies, or changes in real-time, ensuring appropriate adjustments are made to accommodate
• unforeseen circumstances.
• Collaborate with supervisors and team members to resolve issues efficiently and maintain service quality.

REQUIREMENTS:

EDUCATION:

• High school diploma or GED; associate or bachelor's degree in business administration, project management, operations management, or a related field a plus.

KNOWLEDGE SKILLS & ABILITIES

• Experience in administrative roles or scheduling.
• Familiarity with work order management systems or software preferred.
• Strong organizational skills to manage multiple tasks, prioritize work orders, and maintain schedules efficiently.
• Excellent verbal and written communication skills to interact with team members, clients, and vendors.
• Proficiency in using office software (such as Microsoft Office Suite), scheduling software, and possibly industry-specific software or systems.
• Ability to pay attention to details, ensuring accurate data entry, scheduling precision, and adherence to work order specifications.
• Capacity to troubleshoot scheduling conflicts or unexpected issues, ensuring smooth workflow.
• Ability to manage time effectively, meet deadlines, and coordinate tasks efficiently.
• Being adaptable to changes, as work order schedules might require adjustments based on circumstances.
• Ability to work in a team environment, coordinating with various departments, managers, and stakeholders.
• Capability to analyze data, assess trends, and optimize scheduling processes.
• Ensuring a positive customer experience by responding to inquiries and addressing concerns promptly.