Temporary Client Services & Resource Scheduling Coordinator
About The Position
This temporary position, with potential for permanency, is responsible for managing active project assignments, handling incoming client communications, strategically scheduling multi-party site inspections, and maintaining seamless cross-departmental and external coordination during surge or temporary coverage periods. The role's overall purpose is to manage incoming project assignments and client communications, coordinating inspection appointments across clients, property owners, attorneys, and technical experts, and ensuring rigorous data accuracy, high-quality document formatting, and timely project workflow execution.
Requirements
- High school diploma or GED equivalent required.
- 2–4 years of experience in client services, appointment scheduling, account coordination, or administrative support.
- Tech-savvy across multiple software platforms.
- Working knowledge of Google Workspace (Gmail, Google Drive, Google Docs, Google Sheets).
- Working knowledge of database management systems (Quickbase, Client/Vendor Portals).
- Basic understanding of US geography and time zones.
- Ability to use mapping tools to estimate realistic expert travel times.
- Exceptional written and verbal communication skills.
- Acts as a reassuring, calm presence when interacting with stressed property owners or non-responsive professionals.
- Impeccable attention to detail for 100% data accuracy in database entries, contact validation, address verification, and document formatting.
- Ability to thrive in a fast-paced environment, organizing, prioritizing, and completing multiple urgent tasks under tight deadlines.
- Acts as a brand ambassador in every interaction, reinforcing Keystone’s reputation for organization and professionalism.
Nice To Haves
- Bachelor's degree or some college education preferred.
Responsibilities
- Process incoming assignments and tasks in the company database (Quickbase) and client portals on the date of receipt.
- Maintain clear, professional correspondence via phone, email, and formal documentation regarding project updates, scope confirmations, and requested information.
- Format formal reports and documentation to ensure font, style, pagination, and numbering strictly match Keystone's quality control standards before delivery.
- Assist with the 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 daily calendars of technical experts, strategically sequencing site visits to minimize travel time and maximize daily capacity.
- Serve as a neutral mediator to resolve scheduling conflicts between opposing/adversarial parties (e.g., opposing counsel or public adjusters) to keep project timelines intact.
- Coordinate and order third-party vendor support (ladder assist, lifts, tarping, heavy equipment, drones) via vendor portals to ensure on-site alignment with experts.
- Timely inform all stakeholders of schedule changes, delays, or rescheduling details.
Benefits
- Non-benefit eligible
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
High school or GED
