Scheduling Coordinator

2 weeks ago

Hunt Valley, United States GreekYearbook Full time

Summary:
The Scheduling Coordinator is responsible for the success and completion of Greek Life photo shoots to ensure the profitability of the company. This role will coordinate the logistics and preferences for each photo shoot they manage, provide exceptional account management to clients and establish relationships with our national network of photographers. This position will be responsible for overseeing all accounts assigned and managing current workflow processes and/or updating them for personal and departmental success. This position also serves as the Customer Service backup.

Essential Duties & Responsibilities include, but are not limited to the following:
Scheduling of Individual Accounts Managed (90%):
- Schedule ~ 50% of photo shoots
- Build rapport with customers to preserve long-term customer satisfaction
- Create and update online accounts for clients
- Prepare clients for shoots through consistent contact and informational materials
- Determine and maintain deadlines to follow up with unresponsive customers
- Ensure photographers have all necessary materials for scheduled shoots
- Manage large-scale onsite photo shoots on site which involve making independent decisions of how to get the best results/profits at that photoshoot
- Understand and explain various contracts to provide guidance to customers
- Negotiate and determine outcomes for unresponsive/canceled photo shoots (including contract cancellations, fees, photographer fees)
- Justify expenses to accounting for breach of contract or other various fees
- Independently set and meet personal goals and objectives that are inline with the departmental and company goals
- Designate national contract photographers based on skill, equipment and availability to a variety photo shoots across the country
- Develop a detailed knowledge of the company's CRM system in order to perform and document all steps within the scheduling process
- Document discretionary decisions and/or correspondence made with clients, and contract photographers within the company's CRM system
- Be available by phone during peak photoshoot hours to manage and troubleshoot any issues that may arise

***

Support the Customer Success Team and other company departments (5%):

- Formulate ways in which any individual downtime can be used to assist other scheduling team members with tasks to ensure overall departmental success
- Anticipate individual departmental downtimes and utilize this time to observe and assist other departments' needs in order to assist them in any manner needed to ensure company-wide success
- Direct other members of the company in any manner in which they may assist the scheduling department

Other duties as assigned (5%)
- Performs all other duties and responsibilities as required in a timely and satisfactory manner.

***

Supervisory Responsibility:
Managing individual accounts assigned and maintaining a consistent quality of work that is satisfactory or above in order to keep the company holding a profitable growth. Using knowledge learned on the job to make independent decisions that work best for both the company and clients.

Scope of Responsibility:
Work as a vital member of the company within the scheduling department by following and further developing the scheduling department and its procedures to ensure company growth. Regularly use on the job experience, as well as previous experience and knowledge to make the company or department succeed.

Contacts: External Clients and Vendors, internal management and associates.

Working Conditions: Must be willing to travel across the country 5-10% of the time (including weekends and some overnight travel) for attending various photo shoots and marketing events.

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