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.
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.