Scheduling Coordinator - Valencia, CA

AAA Facility Services•Valencia, CA

16d•$24 - $26

About The Position

The Scheduling Coordinator of Service is responsible for performing a variety of scheduling and administrative tasks across multiple assigned counties and/or states. This role plays a key part in ensuring high levels of customer satisfaction by efficiently coordinating services and facilitating client needs. Core responsibilities include scheduling service technicians for 8-hour shifts while considering travel time (TT), minimizing overtime (OT), managing emergency requests, and sourcing, onboarding and dispatching third-party service partners. The Scheduling Coordinator also supports project coordination for bids under a designated dollar threshold and ensures accurate and timely data entry in accordance with AAA’s standard operating procedures.

Requirements

High School degree or equivalent required
Knowledge of geographical service areas and map reading skills
Ability to answer client service request support inquiries
Strong organizational skills and attention to detail
Ability to multitask and work independently
Proficiency in handling heavy inbound, outbound, and transferring calls
Fluency in reading, writing, speaking, and understanding English
Ability to follow written and verbal instructions with a positive attitude
Ability to work independently and simultaneously in a team setting
Proficiency in Microsoft Office Suite, Adobe Acrobat Writer, email, and general computer skills
Typing speed of 45 WPM
Two years of experience in an executive administrative role.
One year of experience in scheduling or dispatching preferred.

Nice To Haves

One year of experience in facilities industry is preferred.

Responsibilities

Collaborates closely with internal departments to ensure AAA is fully prepared to execute the scope of work for each service request or proposal. This includes thoroughly reviewing the full scope of work, lifting requirements, equipment and material needs, subcontractor guidelines, and any client-imposed time constraints.
The role is also responsible for determining appropriate technician scheduling, sourcing, onboarding and dispatching qualified service partners when needed, and ensuring a high level of customer service and support is maintained throughout the entire project lifecycle—from initial planning through to successful completion.
Review specific client scheduling notes prior to dispatch.
Prioritize emergency and next-day service requests within the assigned region.
Ensure technicians are dispatched to arrive on-site within client SLA’s, focusing on emergency requests.
Schedule new, incomplete, and ongoing service requests while adhering to budget constraints.
Source, onboard and dispatch subcontractors within AAA SOPs.
Ensure compliance with client Not-To-Exceed (NTE) limits and obtain approvals for costs that are expected to exceed client NTEs prior to dispatching.
Accurately document updates, response dates, and status codes in the system per AAA SOPs.
Coordinate with technicians and service partners to ensure completion services meet customer expectations.
Provide exceptional feedback to clients from job inception to completion.
Collaborate with Estimators to understand project scopes assigned and ensure timely completion.
Maintain accurate status updates in all required system portals and AAA used systems throughout the WO lifecycle.
Create and complete purchase orders related to each service order.
Order, track and manage equipment rentals.
Report budgetary concerns and client issues to the direct supervisor and/or manager.
Collaborate with management when a priority level cannot be met or when other issues arise.
Maintain communication with technicians throughout service requests.
Organize access and onsite meetings with AAA technicians and AAA service partners.
Review and process service technician and service partner paperwork for Client Updates: Inform clients of service order completion, including photos, and relevant details.
Facilitate service order closure for all assigned SO’s.
Maintain, organize, and categorize the Outlook inbox.
Provide backup for other positions within the Scheduling Department as needed.
Support Supervisors, Estimators, Schedulers, and Division Managers as The Scheduling Manager and Service Supervisor may assign other duties that are consistent with the applicable job function and pay grade for the Scheduling Coordinator of Service.