Administrative Assistant

Job Description

Job Description

Our client is seeking a highly organized and customer-focused Scheduling Coordinator to support a growing commercial property inspection team. This individual will be responsible for coordinating inspection appointments, communicating with property contacts, and ensuring inspectors are scheduled efficiently to meet project deadlines.

This is an excellent opportunity for someone who enjoys working in a fast-paced environment, thrives on organization, and has strong communication and multitasking skills.

Responsibilities

• Schedule and coordinate commercial property inspections with property managers, tenants, owners, and inspectors.
• Manage and maintain inspection calendars, ensuring appointments are optimized and efficiently routed.
• Confirm appointments and provide timely updates regarding scheduling changes or cancellations.
• Communicate with clients and field staff to coordinate site access, special instructions, and inspection requirements.
• Track inspection requests and prioritize scheduling based on timelines and project needs.
• Monitor daily schedules to ensure inspections are completed as planned.
• Maintain accurate records and update scheduling information within company databases and software systems.
• Respond to client inquiries regarding appointments, timelines, and inspection status.
• Collaborate with inspectors and project managers to resolve scheduling conflicts and accommodate urgent requests.
• Provide administrative support including data entry, reporting, and document management.

2+ years of scheduling, coordination, dispatching, customer service, or administrative experience.

Strong organizational skills with the ability to manage multiple priorities simultaneously.

Excellent verbal and written communication skills.

Proficiency with Microsoft Outlook, Word, and Excel.

Ability to work independently while maintaining a high level of accuracy and attention to detail.

Experience in commercial real estate, property management, construction, field services, or inspection scheduling is a plus.