Scheduling Assistant

3 weeks ago

Phoenix, United States Coash Court Reporting & Video Full time
Job DescriptionJob Description

We are seeking an Administrative Assistant to join our team

We are looking for our missing piece. Our team is one player short of an all-star team. We’ve found that the individual stars on our team all demonstrate the same key characteristics. These traits come naturally to them; it’s who they are. Who you are is more important to us than what you know or what you’ve done in the past. If your core values fit ours, we know you can learn to be another star on our team. When we ask our clients what they like about working with us, they nearly always respond by naming the people on our team that helped them, not the service or product they received.

Our clients choose us because of who we are and what we stand for:

Relationship Driven - We are not a “churn and burn” business. We do our best to develop deep and long-lasting relationships with our clients, our partners, and with each other, our co-workers.

Easy To Work With - We make it easy for our clients to work with us by being flexible and getting ahead of problems and addressing them before they come up or before they snowball.

Put The Team First - We think about each other, help each other, and put the team’s goals above our own individual wants. “That’s not my job” isn’t heard around here. If someone needs a hand or is overloaded, another teammate will step up and lend that hand.

Resilient - We roll with the punches, react and adjust, and take each project as it comes.

Integrity - Doing the right thing will always be the Coash way. We treat our clients, partners, and co-workers honestly, and we do what we say we’ll do.

Is all this starting to sound like you? If so, then please keep reading and apply. You might be our missing piece, and we want to meet you.

Position summary:

This full time position is a combination of scheduling services for clients, reception, general office work, and collections. This is an in-person position at our office near downtown Phoenix.

Qualifications:

  • Attention to detail – Scheduling involves managing numerous depositions and deadlines, so a keen eye for detail is essential to avoid errors and ensure accuracy.
  • Organizational Skills – Must be highly organized to maintain orderly calendars, prioritize tasks, and manage conflicting schedules effectively.
  • Time Management – Ability to effectively allocate time and resources to various tasks and appointments is crucial for ensuring smooth operations and meeting deadlines.
  • Communication Skills – Often serves as a point of contact for internal (staff/stakeholders) and external (clients) so strong skills are necessary for clear and effective interaction.
  • Problem – Solving Abilities – Inevitably, scheduling conflicts and unexpected changes arise, so the ability to quickly adapt, troubleshoot, and find solutions is important for keeping operations running smoothly in the scheduling world.

Responsibilities:

  • Planning and scheduling appointments and events for our clients and contractors
  • Entering client job info into database software, and getting it right
  • In every client interaction, making the client feel like they are the most important person in the world to us
  • Greeting and welcoming clients to our office
  • Answering phones and client emails
  • Restocking refreshments and office supplies
  • Hosting Zoom meetings for our clients, setting up Zoom meetings and equipment for those meetings
  • Scanning, copying, and filing documents
  • Making collections calls and sending emails reminding clients of what is owed and asking for payments
  • Developing and implementing organized filing systems
  • Assisting Scheduling & Production
  • Other general office tasks
Company DescriptionWe are a 42-year-old family-owned court reporting business that fosters a feeling of security and support for both our staff and our clients. We value our employees and partners and their contributions to our growing company. As such, our work culture encourages sharing ideas, inspiring one another, and feeling completely at home while sharing space with co-workers. People like to do business with us for the same reasons people like to work with us: We know what we're doing, and we help each other to get it done.Company DescriptionWe are a 42-year-old family-owned court reporting business that fosters a feeling of security and support for both our staff and our clients. We value our employees and partners and their contributions to our growing company. As such, our work culture encourages sharing ideas, inspiring one another, and feeling completely at home while sharing space with co-workers. People like to do business with us for the same reasons people like to work with us: We know what we're doing, and we help each other to get it done.

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