Scheduling Administrative Assistant

ECS Ltd•Fort Worth, TX

About The Position

The Scheduling Administrative Assistant receives and manages scheduling requests and coordinates field technicians, inspectors, and other personnel to meet project and client needs. The role maintains daily schedules, adjusts assignments as workloads and priorities change, monitors scheduled work, and follows up to confirm personnel arrive on-site and complete assigned services. It communicates updates and scheduling changes to clients, contractors, technicians, and project teams, and works with operations personnel to support efficient resource use. The position also provides broad administrative and document support, including data entry, word processing, project registration, file and record management, report assembly and distribution, telephone and mail support, and routine office operations. The assistant provides backup coverage for other administrative staff, protects confidential information, and identifies opportunities to improve scheduling and operational processes. Other duties may be assigned.

Requirements

At least 1 year of related experience.
High school diploma or GED required.
If driving for, or on behalf of, an ECS subsidiary, a valid driver’s license is required.
Knowledge of general office administration, scheduling, and coordination practices.
Ability to manage multiple schedules, priorities, and changing deadlines in a fast-paced environment.
Strong organizational skills and attention to detail.
Ability to prioritize tasks and respond effectively to changing operational demands.
Effective verbal and written communication skills.
Strong customer service and relationship-building skills.
Ability to communicate professionally with contractors, clients, technicians, project personnel, and office staff.
Ability to accurately maintain records, schedules, and documentation.
Proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
Ability to learn and use scheduling, dispatching, and business management systems.
Ability to work independently while collaborating effectively with multiple stakeholders.
Ability to identify scheduling conflicts and implement practical solutions.
Ability to maintain confidentiality and appropriately handle sensitive information.
Dependable work habits and a commitment to responsiveness, accuracy, and quality.
The listed qualifying US Military rank is E-4.

Nice To Haves

Associate degree in Business Administration, Office Administration, Communications, or a related field.

Responsibilities

Receive scheduling requests from clients, contractors, project personnel, and internal stakeholders.
Schedule and coordinate field technicians, inspectors, and other personnel to support project and client requirements.
Maintain daily schedules and adjust assignments based on workload, staffing availability, project priorities, and changing client needs.
Monitor scheduled activities and follow up to verify field personnel arrive on-site and complete assigned services.
Communicate scheduling updates, conflicts, delays, and changes to clients, contractors, technicians, and project teams.
Coordinate with operations personnel to optimize resource utilization and scheduling efficiency.
Maintain accurate scheduling records, logs, and supporting documentation.
Process, format, transmit, and distribute project and business documents in a timely manner.
Perform word processing, data entry, and document management activities.
Register projects, proposals, and related business records in company systems.
Create and maintain project, client, and administrative files and folders.
Organize, file, scan, upload, and maintain electronic and physical records.
Assist with preparing, assembling, binding, and distributing reports and project deliverables.
Assist with answering telephone calls and directing inquiries appropriately.
Support incoming and outgoing mail distribution and routine office operations.
Provide backup support to other administrative personnel during absences, lunch coverage, training, and periods of increased workload.
Maintain the confidentiality of company, employee, project, and client information.
Identify opportunities to improve scheduling processes, communication, and operational efficiency.
Perform other duties as assigned.