Scheduling Coordinator

Scheduling Coordinator

The Scheduling Coordinator is responsible for coordinating installation schedules, preparing job documentation, and supporting communication between customers, subcontractors, and internal teams. This role ensures that projects are organized, materials and paperwork are ready, and installations are completed efficiently and on time. The Scheduling Coordinator plays a key part in delivering a smooth and positive customer experience.

Essential Functions/Physical Requirements of Job:

• Schedule customer installation appointments and coordinate subcontractor availability.
• Communicate with customers regarding installation dates, expectations, and follow-up needs.
• Collaborate with the production team to align job timelines, crew capacity, and material readiness.
• Confirm and order windows, doors, and other materials required for upcoming installations.
• Compile, email, print, and distribute job packets and paperwork for subcontractors.
• Prepare and maintain weekly installation manifests.
• Monitor, request, and track required subcontractor documentation, including insurance certificates, workers' compensation, lead-safe certifications, and vehicle registrations.
• Request and track insurance certificates for condominium projects and for town/city requirements.
• Order, print, and maintain job-related forms such as Project Completion Forms, Service Forms, and Lead-Safe documents.
• Collect daily completion forms and customer payments from subcontractor jobs.
• Process subcontractor labor invoices and confirm accuracy.
• Scan, upload, and maintain digital and physical records for subcontractor invoices and job documentation.
• Assist with basic inventory oversight related to scheduled installations.
• Maintain organized electronic and physical filing systems.
• Provide prompt follow-up and communication on scheduling updates, material needs, and documentation requirements.
• Build and maintain strong working relationships with customers, subcontractors, and internal teams.

Qualifications:

• High school diploma or GED equivalent preferred.
• Strong organizational skills with excellent attention to detail preferred.
• Proven customer service skills and professional communication abilities.
• Ability to manage multiple tasks, timelines, and priorities.
• Proactive, self-starter mindset with creative problem-solving abilities.
• Comfortable working with scheduling systems, order entry software, and email platforms a plus.
• No prior home improvement or construction experience required; training will be provided.
• Ability to maintain confidentiality and handle sensitive documentation.
• Reliable, team-oriented, and able to follow through consistently.

Computer Operations:

To perform this job successfully, an individual should have a strong knowledge of Microsoft Office 365 Suite, and the ability to learn and effectively use software applications used in the performance of job duties.

Physical Requirements:

The physical requirements of this role may vary depending on the specific job duties and work environment. These may include, but are not limited to:

• Remaining in a stationary position (e.g., sitting or standing) for extended periods
• Frequent movement, including walking, bending, reaching, or climbing stairs
• Use of hands and fingers to operate computers, tools, or equipment
• Occasional lifting and/or moving of items up to 25-50 lbs, depending on the role
• Working indoors and/or outdoors in various environmental conditions

The physical demands described here are representative of those that may be required to successfully perform the essential functions of the job. Reasonable accommodations will be made to enable individuals with disabilities to perform these functions.

Job Classification:

Job is non-exempt and eligible for overtime payment for hours worked over 40 hours per work week consistent with the Fair Labor Standards Act and company policies. Wages and benefits shall be paid consistent with Renuity, LLC wage and benefits policy.

Work Environment:

The work environment for this position will vary depending on the nature of the role and assigned duties. It may include one or more of the following settings:

• Office Environment: Professional setting with standard office equipment such as computers, phones, and printers. Noise levels are typically low to moderate.
• Retail or Store Environment: Fast-paced setting with frequent customer interactions. May involve standing for extended periods and occasional lifting or moving of merchandise.
• Warehouse Environment: Industrial setting with exposure to varying temperatures, noise, and moving equipment. May require standing, walking, and handling materials or machinery.
• Call Center Environment: Shared workspace with frequent phone and computer use. Noise level may be moderate due to multiple conversations occurring simultaneously.
• Field-based or Canvassing Environment: Outdoor work in various weather conditions. Requires walking, standing, and interacting with the public. Travel between locations may be required.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Renuity and its affiliates are committed to equal opportunity. We value and embrace diversity and inclusion of all Team Members. If you have a disability under the Americans with Disabilities Act or similar law, and you need an accommodation during the application process or to perform these job requirements, or if you need a religious accommodation, please contact View email address on click.appcast.io.

If you have a question regarding your application, please contact View email address on click.appcast.io

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