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Appointment Scheduling Specialist

2 months ago

Miami, Florida, United States W3Global Inc Full time
Job Overview

Position Title: Appointment Scheduling Specialist

Location: Remote

Department: Operations

Reports To: Operations Manager

Qualifications:

  • Education: High school diploma or equivalent required.
  • Experience: Minimum of 2 years in scheduling, administrative assistance, or a related field.
  • Skills:
  • Proficient in scheduling software and tools, particularly ExakTime and Job Runner.
  • Exceptional organizational and time-management abilities.
  • Strong verbal and written communication skills.
  • Capable of managing multiple priorities and tasks efficiently.
  • Keen attention to detail and precision in scheduling and work order management.
  • Bilingual proficiency in English and Spanish is preferred.

Working Environment:

  • Primarily office-based with occasional requirements for flexible hours.

The Appointment Scheduling Specialist plays a crucial role in overseeing and organizing schedules for the Operations department and project timelines. This position entails coordinating appointments, meetings, and project timelines to maximize the efficient use of time and resources. The ideal candidate will demonstrate strong organizational skills, meticulous attention to detail, and effective communication with both internal and external stakeholders.

Key Responsibilities:

Schedule Coordination:

  • Develop, maintain, and modify schedules for projects.
  • Align project timelines and locations, ensuring all involved parties are informed and available.
  • Address scheduling conflicts and implement adjustments as necessary.

Work Order Management:

  • Create and oversee job-specific work orders using Job Runner.
  • Ensure work orders are comprehensive, accurate, and distributed to relevant team members.
  • Monitor the progress of work orders and update statuses as required.

Specialized Task Coordination:

  • Organize and schedule badging processes, including appointments for new hires and renewals.
  • Plan and coordinate safety orientations and training sessions to comply with company policies and project regulations.
  • Track the completion of badging and safety orientations, ensuring all necessary documentation is submitted and processed.

Communication Management:

  • Act as the primary contact for scheduling-related inquiries.
  • Relay schedule changes and updates to team members and clients.
  • Facilitate clear and timely communication among all parties involved in scheduling.

Administrative Duties:

  • Prepare and distribute meeting agendas, updated project timelines, and relevant materials.
  • Assist with travel arrangements and accommodation bookings as necessary.
  • Maintain accurate records of schedules, appointments, and related documentation.

System Oversight:

  • Utilize scheduling and project management tools to track tasks and deadlines.
  • Employ ExakTime to ensure accurate clock-ins for team members.
  • Ensure scheduling systems are current and functioning effectively.
  • Generate and analyze scheduling reports to identify and resolve potential issues.

Problem Resolution:

  • Identify and address scheduling issues or conflicts promptly.
  • Anticipate potential scheduling challenges and proactively mitigate them.
  • Provide solutions and recommendations to enhance scheduling processes and efficiency.