Scheduling Coordinator

Renuity•Woburn, MA

66d•$20 - $25

About The Position

The Scheduling Coordinator is responsible for coordinating installation schedules, preparing job documentation, and supporting communication between customers, subcontractors, and internal teams. This role ensures that projects are organized, materials and paperwork are ready, and installations are completed efficiently and on time. The Scheduling Coordinator plays a key part in delivering a smooth and positive customer experience.

Requirements

High school diploma or GED equivalent preferred.
Strong organizational skills with excellent attention to detail preferred.
Proven customer service skills and professional communication abilities.
Ability to manage multiple tasks, timelines, and priorities.
Proactive, self-starter mindset with creative problem-solving abilities.
Ability to maintain confidentiality and handle sensitive documentation.
Reliable, team-oriented, and able to follow through consistently.

Nice To Haves

Comfortable working with scheduling systems, order entry software, and email platforms a plus.
No prior home improvement or construction experience required; training will be provided.

Responsibilities

Schedule customer installation appointments and coordinate subcontractor availability.
Communicate with customers regarding installation dates, expectations, and follow-up needs.
Collaborate with the production team to align job timelines, crew capacity, and material readiness.
Confirm and order windows, doors, and other materials required for upcoming installations.
Compile, email, print, and distribute job packets and paperwork for subcontractors.
Prepare and maintain weekly installation manifests.
Monitor, request, and track required subcontractor documentation, including insurance certificates, workers’ compensation, lead-safe certifications, and vehicle registrations.
Request and track insurance certificates for condominium projects and for town/city requirements.
Order, print, and maintain job-related forms such as Project Completion Forms, Service Forms, and Lead-Safe documents.
Collect daily completion forms and customer payments from subcontractor jobs.
Process subcontractor labor invoices and confirm accuracy.
Scan, upload, and maintain digital and physical records for subcontractor invoices and job documentation.
Assist with basic inventory oversight related to scheduled installations.
Maintain organized electronic and physical filing systems.
Provide prompt follow-up and communication on scheduling updates, material needs, and documentation requirements.
Build and maintain strong working relationships with customers, subcontractors, and internal teams.