Scheduling Coordinator - Valencia
About The Position
AAA Facility Services is looking for a dependable, organized, and proactive Scheduling Coordinator to join our team. This position is responsible for coordinating service work for our out-of-state clients by identifying and onboarding qualified service partners to complete work at locations across the country within client SLAs. This is a fast-paced coordination role focused primarily on Same Day Emergencies (SDEs), Next Day (ND) calls, and Time & Material (T&M) work. The ideal candidate is comfortable making calls, sending emails, following up, and keeping multiple jobs moving at the same time.
Requirements
- 2 years of experience in an administrative role
- At least 1 year experience of scheduling and/or dispatching
- Strong communication skills, both written and verbal
- Comfortable making frequent phone calls and communicating with service providers and clients
- Strong follow-up skills and attention to detail
- Ability to manage multiple open work orders and competing priorities
- Resourceful and comfortable finding solutions when a service partner is unavailable or a job does not go as planned
- Ability to work independently and take ownership of assigned work
- Comfortable learning and working in multiple computer systems and client portals
- Proficiency with Microsoft Outlook and basic Microsoft Office applications
- Professional and confident when communicating with clients and vendors
- Reliable, organized, and able to work effectively in a fast-paced environment
Nice To Haves
- Previous experience in scheduling, dispatching, service coordination, vendor management, or customer service preferred
Responsibilities
- Identify and contact qualified service partners to perform work at client locations throughout the United States
- Onboard new service partners and gather required company information, documentation, pricing, and service capabilities
- Coordinate SDE, ND, and T&M service requests from initial assignment through completion
- Contact service partners to confirm availability, scope of work, pricing, and estimated arrival times
- Obtain and communicate NTEs, proposals, and pricing as required
- Coordinate dispatch and ensure service partners have the correct work order details, site information, and client requirements
- Follow up with service partners regarding arrival, job status, findings, completion, and required documentation
- Monitor open work orders and proactively follow up on outstanding items
- Review completed work for required notes, photos, invoices, and supporting documentation
- Ensure work order information and client portals are kept current throughout the job
- Communicate with clients, service partners, and internal departments regarding work status and next steps
- Escalate issues, delays, pricing concerns, or service partner performance issues when necessary
- Build and maintain positive working relationships with a network of service partners
- Follow established company SOPs and processes to ensure work is handled consistently and accurately
Benefits
- Company vehicle and gas card
- Medical, dental, vision, life insurance
- 401(k) with employer match
- PTO, sick time, and holiday pay
- Flexible Spending Account (FSA)
- Employee Assistance Program (EAP)
- Career growth opportunities
- Employee discounts
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
