Temporary Client Services & Resource Scheduling Coordinator

Keystone Experts + Engineers•Castle Rock, CO

About The Position

This temporary role supports the Client Services & Operations Network during surge periods or temporary coverage needs. The coordinator manages incoming project assignments and client communications, coordinates inspection appointments among clients, property owners, attorneys, and technical experts, and supports accurate data entry, document quality, and timely project workflows. The role is part-time, up to 30 hours per week, for 12 weeks, with a potential extension based on business needs. It is non-benefit eligible and may be performed remotely or in the office if the employee is local to the Colorado office. The company provides necessary computer equipment, and employees must use company-issued hardware exclusively for work-related tasks. The coordinator processes assignments in the company database and client portals on the date received; communicates professionally with clients; and formats reports and other documents to meet company quality standards. The role also assists with technical solution onboarding and implementation as requested by management. The position coordinates multi-party inspections, manages technical experts’ calendars to optimize geography and travel, helps resolve scheduling conflicts between parties, arranges third-party vendor support, and promptly communicates schedule changes. During high-volume, weather-related surge, or temporary staffing periods, the coordinator must adapt to increased assignment loads with minimal notice. Performance expectations include timely intake, prompt scheduling and inspection completion, error-free data and formatting, and responsive handling of daily work and inquiries.

Requirements

High school diploma or GED equivalent.
2–4 years of experience in client services, appointment scheduling, account coordination, or administrative support.
Technical proficiency across multiple software platforms.
Working knowledge of Google Workspace, including Gmail, Google Drive, Google Docs, and Google Sheets.
Working knowledge of database management systems and client/vendor portals.
Basic understanding of U.S. geography and time zones, and ability to use mapping tools to estimate realistic expert travel times.
Exceptional written and verbal communication skills, including the ability to de-escalate and communicate calmly with stressed property owners or non-responsive professionals.
Impeccable attention to detail for data entry, contact validation, address verification, and document formatting.
Ability to prioritize and complete multiple urgent tasks in a fast-paced environment under tight deadlines.
Ability to represent the company professionally in every interaction.

Nice To Haves

Bachelor’s degree or some college education.

Responsibilities

Process incoming assignments and tasks in Quickbase and client portals on the date of receipt.
Communicate with clients by phone, email, and formal documentation regarding project updates, scope confirmations, and requested information.
Format reports and documentation to meet company standards for font, style, pagination, and numbering before delivery.
Assist with onboarding and implementation of technical solutions as requested by management.
Receive, schedule, confirm, and record multi-party inspection appointments involving homeowners, business owners, attorneys, insurance adjusters, and technical experts.
Manage technical experts’ daily calendars and sequence site visits to reduce travel time and maximize daily capacity.
Mediate scheduling conflicts between opposing or adversarial parties to preserve project timelines.
Coordinate and order third-party vendor services, including ladder assist, lifts, tarping, heavy equipment, and drones, through vendor portals.
Notify stakeholders promptly about schedule changes, delays, and rescheduling.
Adapt to increased assignment loads during high-volume periods, weather-related surges, or temporary staffing needs.
Meet workflow expectations for assignment intake, inspection scheduling and completion, document and data quality, and daily responsiveness.