Office Scheduler coordinator

Job Description

Overview :

The scheduler is responsible for coordinating and managing scheduling activities, supporting project workflows, and handling administrative duties to ensure smooth operations. Key responsibilities include answering and dispatching calls, managing support and project tickets, and resolving scheduling conflicts. The role also involves maintaining communication with clients, organizing project documentation, and handling general office tasks such as supply orders, scanning, and vendor coordination.

Responsibilities :

Scheduling

Answer and dispatch incoming calls.

Check service boards for any “new” or “need to schedule” tickets.

Respond and schedule any incoming support tickets.

Check on “waiting on client response” and reach out to customers as needed.

Send email reminders and correspondence when appropriate.

Resolve appointment conflicts between staff and customers.

Projects

Create Projects in the Potential Project Board

Schedule Assessment and quoting tickets.

Make Project Binder

Schedule tickets based on the information provided by the Project Manager.

Schedule close out tickets.

Miscellaneous

Scan and File

Enter New Clients into Connectwise

Marketing and Social Media Updates and Creation

Knowledge, Skills & Abilities :

• Excellent listening and interpersonal skills
• Knowledge of modern office methods, procedures, and equipment
• Ability to work independently and maintain a high degree of accuracy.
• Ability to remain confidential.
• Strong team skills
• Organized
• Ability to manage multiple tasks, timelines and schedules while maintaining a high quality of work.
• Ability to communicate ideas.
• Excellent oral and written communication skills
• Highly motivated and self-directed
• Working knowledge of Windows operating system and Microsoft Office, specifically Word, Excel, Outlook and PowerPoint
• Demonstrated attention to detail.
• Able to prioritize, guide and execute conflicting activity in a high-pressure environment.
• Ability to interact with a diverse client base.
• Ability to work unsupervised and while self prioritizing tasks in a fluctuating workload environment.
• Ability to problem solve and troubleshoot.

Education & Experience :

• High school diploma
• At least one year of experience in an office setting
• Strong customer service skills, strong interpersonal, verbal & written communication skills for performing desktop support and documentation of said support.
• Ability to multi-task during periods of high call / email volume.
• Ability to critically think through problems and develop solutions.