Administrative Scheduler

Job Description

Job Description

Position Summary

The Administrative Scheduler is responsible for coordinating daily operations, managing service requests, scheduling personnel, and maintaining clear communication between customers, field staff, management, and other departments. This position requires strong organizational skills, attention to detail, and the ability to prioritize multiple tasks in a fast-paced environment.

The ideal candidate is dependable, professional, customer-focused, and comfortable making quick decisions while maintaining accurate records and effective communication.

Key Responsibilities

• Receive, document, prioritize, and dispatch service calls, work orders, and daily assignments.
• Schedule and coordinate field personnel based on workload, availability, location, and priority.
• Communicate with technicians, drivers, customers, vendors, and management regarding schedules and job status.
• Monitor ongoing assignments and make adjustments as needed to address delays, emergencies, cancellations, or changes in priority.
• Maintain accurate records of work orders, schedules, customer information, time entries, and service activities.
• Answer and direct incoming phone calls, emails, and other communications in a professional manner.
• Enter and update information in dispatch, scheduling, CRM, or other administrative systems.
• Follow up on outstanding work orders and ensure required documentation is completed.
• Assist with preparing reports, invoices, timesheets, schedules, and other administrative documents.
• Coordinate appointments and confirm service details with customers and personnel.
• Communicate changes, delays, and important operational information promptly.
• Maintain organized electronic and physical files.
• Assist management with administrative tasks and operational projects as needed.
• Follow company policies, safety procedures, and customer service standards.
• Perform other duties as assigned.

Qualifications

• High school diploma or equivalent required.
• Previous experience in dispatching, scheduling, administration, customer service, logistics, or a related field preferred.
• Strong verbal and written communication skills.
• Excellent organizational and time-management abilities.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• Strong attention to detail and accuracy.
• Comfortable working with computers, email, Microsoft Office, scheduling software, and/or CRM systems.
• Ability to remain calm and professional when handling high-volume calls or unexpected changes.
• Strong problem-solving and decision-making skills.
• Ability to work independently while also functioning effectively as part of a team.

Preferred Skills

• Previous dispatch or operations coordination experience.
• Experience scheduling mobile or field-based employees.
• Knowledge of dispatch, CRM, work-order, or scheduling software.
• Customer service experience.
• Familiarity with GPS, routing, or workforce-management systems.
• Bilingual communication skills are a plus.

Work Environment

This is a fast-paced administrative and coordination role that requires frequent communication with internal staff, customers, and outside parties. The Administrative Dispatcher must be able to manage competing priorities, respond quickly to changing circumstances, and maintain professionalism throughout the workday.

Core Competencies

• Organization
• Communication
• Time Management
• Customer Service
• Problem Solving
• Attention to Detail
• Prioritization
• Teamwork
• Reliability
• Professionalism
• Adaptability

\nCompany Description

We work hand in hand with our clients to fill positions quickly and hire employees efficiently. Our respectful approach to staffing offers an advantage above others. You won't be treated as a number, but as a prospective employee looking for a career.

Company Description

We work hand in hand with our clients to fill positions quickly and hire employees efficiently. Our respectful approach to staffing offers an advantage above others. You won't be treated as a number, but as a prospective employee looking for a career.