Client Scheduling Specialist

Client Scheduling Specialist

Health Conservation, Inc. (HCI) is a national provider of mobile occupational health screening services, providing annual Audiometric Testing, Respirator Fit Testing, Training and Vision Testing to employers throughout the United States.

Position Summary

The Client Scheduling Specialist is a critical customer-facing position responsible for turning HCI's operational service plans into confirmed annual client appointments.

Working from a tentative plan developed by HCI's Planning team, the Scheduling Specialist reviews client requirements, employee counts, crews/shifts, service needs and available testing time before contacting the customer. The position requires the ability to understand basic scheduling capacity, recognize when a plan or requested change may not work, and coordinate questions with Planning before finalizing an appointment.

This position combines customer service, scheduling, project coordination, basic mathematical aptitude, data accuracy and inside sales. The successful candidate must be comfortable speaking with customers, managing multiple open assignments and professionally selling HCI's preferred service dates.

Primary Responsibilities

• Review prior-year appointments, client requirements, employee counts, crews/shifts, services and the tentative plan prepared by HCI's Planning team.
• Apply basic math and scheduling logic to understand testing capacity, time requirements and whether a proposed schedule is reasonable.
• Identify missing information, inconsistencies or potential scheduling problems before contacting the customer.
• Contact clients by telephone and email to coordinate annual Audiometric Testing, Respirator Fit Testing, Training and Vision Testing.
• Professionally sell HCI's optimal service dates while working with customers to resolve scheduling conflicts.
• Evaluate requested changes and coordinate with Planning when changes affect staffing, testing capacity, travel or the established service plan.
• Maintain consistent client follow-up until appointments and outstanding details are confirmed.
• Accurately enter schedules, client communications, service requirements and notes into HCI systems.
• Review and proofread one's own work for accuracy and completeness.
• Maintain ownership of assigned accounts and manage multiple active scheduling projects simultaneously.
• Work closely with Planning, Scheduling Quality Assurance and HCI's Mobile Technician teams to resolve issues and ensure an accurate handoff for service.

Qualifications

• Excellent telephone, customer-service and communication skills.
• Strong basic mathematical aptitude and comfort working with employee counts, time calculations and scheduling capacity.
• Strong attention to detail and ability to identify when information or calculations do not appear reasonable.
• Ability to organize, prioritize and follow multiple assignments through completion.
• Persistent and professional follow-up skills.
• Ability to influence customer scheduling decisions while maintaining a positive client relationship.
• Strong data-entry, proofreading and documentation skills.
• Previous customer service, inside sales, scheduling, logistics, account coordination or project coordination experience preferred.
• Working knowledge of Microsoft Outlook, Excel and Word.
• Willingness to work additional hours when business needs require it.

The Right Person

The right person for this position is comfortable with people, numbers and details. They can communicate confidently with customers, understand the basic math behind a scheduling plan, recognize when something does not make sense, ask the right questions and take ownership of an assignment until it is complete.

Benefits

HCI offers eligible full-time employees Medical Insurance, HRA, Dental, Vision Reimbursement and a 401(k) Plan after one year of employment.

Job Type: Full-time Location: Rockford, Illinois