Scheduling Coordinator
3 weeks ago
Seeking a detail orientated Scheduling Coordinator in Fairfield, CA. This position is full time, 100% onsite, 8hr. shift with flexible start time between 8:30am to 9:30am. Compensation $20.00-$27.00/hr. D.O.E.
Overview: As a Scheduling Coordinator, you will play a crucial role in ensuring efficient and effective scheduling operations within our organization. Your responsibilities will primarily revolve around managing appointments, meetings, and events, optimizing resource utilization, and maintaining clear communication channels between various stakeholders. You will be the central point of contact for scheduling-related inquiries and will work closely with different departments to streamline processes and enhance productivity.
Key Responsibilities:
- Appointment Scheduling: Coordinate and manage appointments for clients, customers, and internal staff using scheduling software or tools. Ensure accurate scheduling to minimize conflicts and maximize efficiency.
- Calendar Management: Maintain and update calendars for key personnel, ensuring that all appointments, meetings, and events are accurately recorded and communicated. Handle scheduling conflicts promptly and professionally.
- Communication: Serve as the primary point of contact for scheduling-related inquiries, both internally and externally. Respond to emails, phone calls, and messages in a timely and courteous manner, providing necessary information and assistance. Basic uploading of files (no bookkeeping or payroll duties).
- Documentation: Generate and maintain records of scheduled appointments, meetings, and events. Keep detailed logs of cancellations, reschedules, and other pertinent information for future reference.
- Coordination: Facilitate communication and coordination between various departments, teams, and individuals to ensure seamless scheduling processes. Liaise with external partners, vendors, and clients as needed.
- Problem Solving: Identify and address scheduling issues, conflicts, and challenges proactively. Develop solutions and workarounds to minimize disruptions and maintain smooth operations.
- Process Improvement: Continuously evaluate existing scheduling procedures and systems to identify areas for improvement. Recommend and implement changes to enhance efficiency, accuracy, and user experience.
Qualifications:
- Proven experience in scheduling, coordination, or administrative roles.
- Proficiency in scheduling software, such as Microsoft Excel and Google sheets.
- Experience with NetSuite Oracle a +
- Strong organizational skills with meticulous attention to detail.
- Excellent communication and interpersonal abilities.
- Ability to multitask and prioritize tasks effectively in a fast-paced environment.
- Problem-solving mindset with a proactive approach to challenges.
- Team player with a customer service orientation.
- Flexibility to adapt to changing priorities and requirements.
- Knowledge of confidentiality and data protection regulations.
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