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Proactive Scheduler / Office Coordinator

We are seeking a highly organized and proactive Scheduler / Office Coordinator to join our busy flooring and kitchen company. In this essential role, you will coordinate installation appointments, manage project schedules, and ensure clear communication between customers, installers, vendors, and internal teams. Your work will help keep projects on track, improve workflow efficiency, and support the delivery of high-quality service. The ideal candidate is detail-oriented, tech-savvy, and thrives in a fast-paced construction and home improvement environment.

Responsibilities

• Schedule and coordinate flooring and kitchen installation appointments using company scheduling software or project management systems.
• Communicate with customers to confirm appointments, project timelines, and job readiness requirements.
• Coordinate installer and subcontractor schedules to align with material availability and project deadlines.
• Maintain accurate job records, contracts, measurements, and installation details in company systems.
• Manage multi-line phone systems with professional phone etiquette, handling customer inquiries, scheduling requests, and follow-ups.
• Work closely with sales, warehouse, and installation teams to ensure smooth project flow and timely job completion.
• Track deposits, balances, and basic invoicing information; assist with billing and payment coordination as needed.
• Support front office operations including customer check-in, filing paperwork, data entry, and general administrative tasks.
• Utilize computer skills in Microsoft Office (Word, Excel, Outlook) and industry-specific software to update schedules and manage workflows.
• Provide excellent customer service by addressing questions, resolving scheduling conflicts, and maintaining a friendly, professional office environment.

Job Requirements

• Proven experience in scheduling, dispatching, or office coordination, experience in flooring, kitchen, construction, or home improvement industries preferred.
• Strong organizational and time-management skills with the ability to multitask in a high-volume, deadline-driven environment.
• Excellent communication skills, including professional phone etiquette and clear written communication.
• Comfortable working with installers, subcontractors, vendors, and homeowners.
• Proficiency with computers and office software; experience with scheduling or project management systems is a plus.
• Detail-oriented with strong follow-through and problem-solving abilities.
• Bilingual proficiency in Spanish is required.
• Prior receptionist, administrative assistant, or construction office experience is highly desirable.

Pay range $17.87-$85.00