Administrative Coordinator/Scheduling Specialist

1 week ago


Venice, Florida, United States Gardenmasters of SWFL Full time
About the Job

Gardenmasters of SWFL, a leading lawn and pest control company, is seeking a dedicated Administrative Assistant/Scheduler to manage our busy scheduling operations.

Key Responsibilities:

  • Scheduling and Coordination: Assist the service department through scheduling of service calls, daily recurring technician routes, and responding to customer inquiries.
  • Administrative Support: Provide general administrative support with various HR Projects, including creating correspondence and maintaining filing systems.
  • Customer Service: Provide exceptional customer service to our customers through front desk reception duties, including answering multi-line phone systems and greeting walk-in customers and staff.

Essential Duties and Responsibilities:

  • Provide excellent customer service when answering phone calls and working with internal staff.
  • Schedule using our internal systems, including WorkWave Pestpac Lite and QuickBooks.
  • Maintain Technician schedules daily.
  • Type correspondences and organize files electronically.
  • Establish and maintain filing systems for easy information retrieval.
  • Assist office staff on projects as needed.
  • Help facilitate billing information on assigned jobs.
  • Perform miscellaneous office tasks, such as photocopying, faxing, and filing, along with various HR tasks.
  • Update and maintain calendars.
  • Follow up on concerns as appropriate.
  • Assist internal customers (employees) with scheduling, calls, and other administrative needs.
  • Communicate effectively with customers and staff members to ensure maximum efficiency.
  • Communicate any problems or issues with the appropriate staff.
  • Perform other tasks as assigned by supervisors/manager.

Requirements:

  • Excellent Communication Skills: Clear and courteous communication, both verbal and written.
  • Problem-Solving Abilities: Capacity to identify and resolve scheduling conflicts and challenges.
  • Customer Service Orientation: Friendly and professional demeanor when interacting with visitors and colleagues.
  • Organization: Ability to multitask and prioritize tasks efficiently in a fast-paced environment.
  • Attention to Detail: Accuracy in handling administrative tasks and relaying messages.
  • Tech Proficiency: Proficiency in Microsoft Office Suite, including Excel, and basic office equipment operation.
  • Reliability: Punctuality and dependability are essential for this role.
  • Team Player: Willingness to collaborate with colleagues and contribute to a positive work environment.
  • Previous Experience: Prior experience in scheduling, administrative support, receptionist roles, or customer service positions is preferred.
  • High School Diploma: A high school diploma or equivalent qualification is required; additional education or training in office administration is advantageous.
  • QuickBooks: Experience preferred.


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