Scheduling & Logistics Specialist

Access Medical Labs is one of the largest specialty diagnostic labs in the country, using 50% less blood and delivering next-day results. We offer a comprehensive test menu—from routine panels to advanced biomarkers—across blood, saliva, and urine, performing over 1,000 tests under one roof. Our ultra-automated facilities, spanning over 55,000 sq. ft., are powered by the most cutting-edge diagnostic technology and innovative lab logistics available.

Since 2003, we’ve been committed to delivering a truly exceptional client experience backed by precise and reliable testing. Every innovation we pursue is driven by one purpose: making personalized medicine more practical and accessible.

Company culture is the foundation of Access Medical Laboratories. We continue to attract mission-driven and goal-oriented professionals to our organization, where each individual and team is recognized for their accomplishments. We place a significant amount of value on teamwork and mentorship, enabling each individual to consistently grow and develop. At Access, each team member has a sense of belonging, family, and community. We enjoy coming to work every day in an environment where people feel empowered, understanding that each team member plays a significant role in providing peace of mind to patients nationally.

Job Summary: The Scheduling & Logistics Specialist serves as a key operational link between Access Medical Laboratories, our clients, patients, internal teams, and third-party logistics partners. This hybrid position combines client and patient scheduling support with logistics coordination to help ensure specimen collection, transportation, and related services are completed efficiently and with a high level of customer service.

Approximately 50% of the role is focused on coordinating specimen draw services, responding to client needs, resolving scheduling and service-related issues, and supporting the overall client experience. The remaining 50% is focused on logistics operations, including carrier coordination, shipment management, exception resolution, reporting, and monitoring transportation-related activity.

The ideal candidate is highly organized, detail-oriented, service-driven, and comfortable managing multiple time-sensitive priorities in a fast-paced diagnostic laboratory environment.

Job Responsibilities:

Scheduling & Client Support- 50%

• Coordinate specimen draw services and related scheduling needs for clients and patients.
• Respond to client inquiries via phone and email in a timely, professional, and service-oriented manner.
• Provide accurate information regarding Access Medical Laboratories' services, products, pricing, processes, and applicable company policies.
• Serve as a point of support between clients, patients, and internal teams to facilitate scheduling and service needs.
• Address and resolve scheduling concerns, client complaints, service issues, and other inquiries promptly and effectively.
• Maintain clear and accurate documentation of client interactions, service concerns, feedback, and resolutions.
• Identify recurring client concerns or service trends and communicate opportunities for process improvement to leadership.
• Maintain a positive and professional approach when interacting with clients, patients, coworkers, and business partners.
• Follow all applicable company policies, procedures, privacy requirements, and security protocols when handling client and patient information .

Logistics & Shipping Coordination- 50%

• Coordinate UPS, FedEx, and other applicable carrier pickups to support the timely transportation and return of specimens to Access Medical Laboratories.
• Prepare and distribute daily inbound and exception reports and applicable weekly reporting.
• Prepare daily shipments by assembling and packaging materials in accordance with established shipping procedures.
• Determine appropriate shipping methods based on established procedures, routes, service requirements, and rates.
• Create client shipping labels and facilitate client placards as needed.
• Monitor shipments and proactively address shipping delays, exceptions, and other transportation-related issues.
• Manage and resolve undeliverable packages in coordination with clients, carriers, and internal teams.
• Review weekly UPS and FedEx invoices for accuracy and identify discrepancies or areas requiring follow-up.
• Analyze on-demand pickup activity and monitor applicable fees, including ZPP fees.
• Maintain effective communication with internal departments, clients, and third-party logistics partners regarding shipping and logistics needs.
• Escalate significant or recurring logistics issues to leadership as appropriate.
• Support process improvements designed to increase efficiency, reduce unnecessary shipping costs, and improve the client experience.

Qualifications & Skills:

• High school diploma or equivalent required.
• Minimum of 2 years of experience in customer service, scheduling, logistics, shipping, supply chain, healthcare operations, or a related field.
• Prior experience in a diagnostic laboratory, healthcare, medical scheduling, specimen logistics, or similar environment preferred.
• Experience working with UPS, FedEx, or other shipping/carrier platforms preferred.
• Experience with UPS WorldShip or similar shipping software is a plus.
• Strong computer skills, including data entry and the ability to learn medical, scheduling, shipping, and internal software systems.
• Excellent organizational and time-management skills with the ability to manage multiple priorities simultaneously.
• Strong attention to detail and accuracy.
• Strong problem-solving skills with the ability to identify and resolve scheduling and logistics issues efficiently.
• Excellent verbal and written communication skills.
• Strong customer-service orientation with the ability to communicate professionally with clients, patients, vendors, carriers, and internal teams.
• Ability to quickly learn, retain, and apply new information, processes, and procedures.
• Ability to work effectively both independently and collaboratively in a fast-paced environment.