Scheduling Specialist

Benefits:

401(k) matching

Bonus based on performance

Home office stipend

Paid time off

Role Purpose
The Scheduling Specialist provides essential operational and administrative support to the Account Manager / Team Lead. This is an entry-level role in a fast-paced, high-volume environment that requires accuracy, focus, and strong critical thinking skills. While the role includes data entry and repetitive tasks, success depends on the ability to think ahead, spot issues, and make sound decisions — this is not a “check-the-box” or “seat-filling” role.

Key Responsibilities

Scheduling & Administrative Support

Support the Account Manager with day-to-day administrative and scheduling tasks ranging from basic data entry to more advanced coordination activities

Accurately enter, update, and maintain job details, schedules, and related information across internal systems

Ensure all required job information is complete, accurate, and communicated clearly to field technicians

Accuracy, Deadlines & Pace

Work effectively in a high-volume, deadline-driven environment where accuracy and timeliness are critical

Manage repetitive tasks without sacrificing attention to detail or quality

Follow established SOPs, checklists, and controls to minimize errors and rework

SOP Awareness & Continuous Improvement

Identify gaps, inconsistencies, or inefficiencies in existing SOPs based on day-to-day execution and real-world use

Flag recommended SOP updates or clarifications to the Senior Scheduling Specialist or Account Manager

Where appropriate, assist with drafting or actioning approved SOP updates to ensure documentation remains accurate, practical, and current

Follow updated SOPs once implemented and support adoption through consistent application

Critical Thinking & Problem Awareness

Apply critical thinking to identify missing information, conflicts, or potential issues before they impact delivery

Ask questions, flag risks, and escalate concerns rather than passing problems downstream

Balance efficiency with quality, understanding how small errors can create larger operational issues

Technician Coordination & Support

Communicate clearly and professionally with field technicians regarding job details, expectations, and updates

Support efficient routing and scheduling decisions to help minimize travel time and costs

Build dependable working relationships with technicians through consistency and reliability

Learning, Development & Continuous Improvement

Develop a strong understanding of client scopes, service offerings, and operational workflows

Actively learn from feedback, coaching, and SOP documentation

Identify process improvement opportunities and share ideas with the Senior Scheduling Specialist or Account Manager

What This Role Is — and Is Not

This is a role that includes data entry, repetition, and high attention to detail

This is not a passive or purely transactional job — judgment, problem-spotting, and ownership matter

This role is well suited to someone who wants to build a foundation for progression into Senior Scheduling Specialist and beyond

Success Measures

Accuracy and completeness of scheduling and job data

Ability to meet deadlines consistently in a fast-paced environment

Reduction in errors, rework, and preventable escalations

Reliability and follow-through on assigned tasks

Demonstrated growth in judgment, confidence, and operational understanding

Flexible work from home options available.