Vendor Scheduling Coordinator

Job Description

Job Description

Who We Are:

American Repair Maintenance (ARM) began over 30 years ago as a small two-person operation to service several premier video stores. Since that time, we have evolved into a data-driven, full-service repair, and preventative maintenance partner across all trades serving over 20,000 locations in the US of some of the finest retail brands. We are more than just a repair and maintenance company. We are a strategic partner for our clients as we continue to innovate and grow our organization. We work hard to put our customers’ needs first, support our team members with a dynamic culture, provide great benefits, and create technology-enabled work processes that make their jobs easier. We know that our strong commitment to people is what sets us apart along with our strong core values that guide our day-to-day operations. These core values ensure we are moving in the right direction. They are:

• Authenticity in Action: Do what you say. Own what you do.
• Raise Each Other Up: When our people thrive, ARM thrives.
• Momentum Together: Keep showing up. Keep growing. Keep going.

Who You Are:

We are currently searching for a Vendor Scheduling Coordinator, reporting to our Vendor Scheduling Supervisor, to join our service delivery team and serve as the primary point of contact for scheduled vendor activity across ARM’s national service portfolio. This is a perfect opportunity for a self-starter who thrives in a fast-paced environment, communicates with confidence, and enjoys being part of a supportive, growing company.

In this role, you will be able to jump in and make an immediate impact. Specifically, you will:

• Resonate with our mission, vision, and values as an organization and foster a culture of accountability within our workforce that reflects these values
• Effectively dispatch vendor partners to fulfill client service demands, ensuring the right vendor is assigned to each work order based on trade, availability, and geography
• Communicate continuously with scheduled vendors to confirm appointments are met and completed within required timeframes and service level agreements
• Ensure all work orders assigned to vendors are completed with accurate and thorough documentation, including proper close-out information, photos, and invoices
• Monitor vendor performance and follow up proactively to address missed appointments, incomplete work orders, or documentation deficiencies; escalate outstanding or at-risk orders to supervisors as needed
• Coordinate with internal teams including scheduling, Client Service Coordinators, and Key Account Specialists to align vendor activity with client expectations and meet or exceed established KPIs and performance metrics

Qualifications:

• GED or High School Diploma required; Associate’s or Bachelor’s degree in Business, Operations Management, or a related field preferred
• 2–3 years of experience in customer service, dispatching, scheduling coordination, or a related role
• Strong communication skills with the ability to follow up persistently and professionally with external partners
• Proficient in Microsoft Office Suite and able to learn work order management systems and scheduling platforms
• Demonstrated ability to manage a high volume of tasks simultaneously in a fast-paced environment
• Detail-oriented with a high level of accuracy in documentation review and data entry

What You’ll Bring:

• Exceptional time management and prioritization — you manage a high volume of concurrent vendor assignments and work orders without losing accuracy or missing deadlines
• Clear, professional communication across phone, email, and company systems with vendor partners, internal teams, and supervisors
• Decisive problem-solving skills and adaptability — you resolve scheduling conflicts, vendor performance issues, and workflow bottlenecks quickly while adjusting priorities in response to shifting demands
• A collaborative spirit and full accountability — you work cooperatively across teams, take ownership of assigned vendor accounts from dispatch through completion, and reliably follow through on open items
• A continuous improvement mindset — you identify trends in vendor performance, flag issues before they impact clients, and actively contribute to process improvements that raise overall service quality

What You’ll Get:

Besides working with a great team in a stable and fast-growing company, you’ll receive a competitive salary, along with:

• Competitive medical, dental, and vision insurance
• Optional life and long-term disability insurance
• Optional voluntary AD&D and short-term disability insurance
• 401(k)
• Paid time off
• 6 paid company holidays
• Flexible work schedule with one day work from home