Scheduling Coordinator - Remote (Temp)

Job Title: Schedule Coordinator – Valencia, CA 

Employment Type: Full-Time Monday - Friday 8:00 - 5:00
Compensation: $24.00 - $26.00 (DOE) 
Experience Required: 2 years of experience in an administrative role and at least 1 year experience of scheduling and/or dispatching.

Schedule Coordinator Benefits:

• • Medical, dental, vision, life insurance
  • 401(k) with employer match
  • PTO, sick time, and holiday pay
  • Flexible Spending Account (FSA)
  • Employee Assistance Program (EAP)
  • Career growth opportunities
  • Employee discounts

About the Schedule Coordinator Role

The Scheduling Coordinator of Service is responsible for performing a variety of scheduling and administrative tasks across multiple assigned counties and/or states. This role plays a key part in ensuring high levels of customer satisfaction by efficiently coordinating services and facilitating client needs. Core responsibilities include scheduling service technicians for 8-hour shifts while considering travel time (TT), minimizing overtime (OT), managing emergency requests, and sourcing, onboarding and dispatching third-party service partners. The Scheduling Coordinator also supports project coordination for bids under a designated dollar threshold and ensures accurate and timely data entry in accordance with AAA’s standard operating procedures.

Qualifications:

• Education/Certification:
  • High School degree or equivalent required

Special Knowledge/Skills/Abilities:

• Knowledge of geographical service areas and map reading skills
• Ability to answer client service request support inquiries
• Strong organizational skills and attention to detail
• Ability to multitask and work independently
• Proficiency in handling heavy inbound, outbound, and transferring calls
• Fluency in reading, writing, speaking, and understanding English
• Ability to follow written and verbal instructions with a positive attitude
• Ability to work independently and simultaneously in a team setting
• Proficiency in Microsoft Office Suite, Adobe Acrobat Writer, email, and general computer skills
• Typing speed of 45 WPM

Experience:

• Two years of experience in an executive administrative role.
• One year of experience in facilities industry is preferred.
• One year of experience in scheduling or dispatching preferred.
  

Major Responsibilities and Duties: Collaborates closely with internal departments to ensure AAA is fully prepared to execute the scope of work for each service request or proposal. This includes thoroughly reviewing the full scope of work, lifting requirements, equipment and material needs, subcontractor guidelines, and any client-imposed time constraints. The role is also responsible for determining appropriate technician scheduling, sourcing, onboarding and dispatching qualified service partners when needed, and ensuring a high level of customer service and support is maintained throughout the entire project lifecycle—from initial planning through to successful completion.

Essential Functions of the Scheduling Coordinator–

1. Client Preparation: Review specific client scheduling notes prior to dispatch.
2. Service Request Prioritization: Prioritize emergency and next-day service requests within the assigned region.
3. Timely Dispatch: Ensure technicians are dispatched to arrive on-site within client SLA’s, focusing on emergency requests.
4. Service Request Coordination: Schedule new, incomplete, and ongoing service requests while adhering to budget constraints.
5. Subcontractor Management: Source, onboard and dispatch subcontractors within AAA SOPs.
6. Cost Management: Ensure compliance with client Not-To-Exceed (NTE) limits and obtain approvals for costs that are expected to exceed client NTEs prior to dispatching.
7. Documentation: Accurately document updates, response dates, and status codes in the system per AAA SOPs.
8. Communication: Coordinate with technicians and service partners to ensure completion services meet customer expectations.
9. Client Feedback: Provide exceptional feedback to clients from job inception to completion.
10. Project Coordination: Collaborate with Estimators to understand project scopes assigned and ensure timely completion.
11. System Updates: Maintain accurate status updates in all required system portals and AAA used systems throughout the WO lifecycle.
12. Purchase Orders: Create and complete purchase orders related to each service order.
13. Equipment Management: Order, track and manage equipment rentals.
14. Issue Escalation: Report budgetary concerns and client issues to the direct supervisor and/or manager.
15. Priority Management: Collaborate with management when a priority level cannot be met or when other issues arise.
16. Technician Communication: Maintain communication with technicians throughout service requests.
17. Meeting Coordination: Organize access and onsite meetings with AAA technicians and AAA service partners.
18. Paperwork Processing: Review and process service technician and service partner paperwork for
19. Client Updates: Inform clients of service order completion, including photos, and relevant details.
20. Service Closure: Facilitate service order closure for all assigned SO’s.
21. Shared Inbox Management: Maintain, organize, and categorize the Outlook inbox.
22. Backup Support: Provide backup for other positions within the Scheduling Department as needed.
23. Team Assistance: Support Supervisors, Estimators, Schedulers, and Division Managers as
24. The Scheduling Manager and Service Supervisor may assign other duties that are consistent with the applicable job function and pay grade for the Scheduling Coordinator of Service.

Why Join AAA Facility Services?

Since 1995, AAA Facility Services has delivered skilled trade services with a customer-first philosophy. We’ve built a reputation for going to extra mile – not just for our clients, but for our team members and service partners. Our core business focuses on commercial facility services, including in-house electricians, plumbers, and technicians, supported by a trusted network of service providers.

We believe that taking care of our team members means they’ll take care of our clients – and that’s the foundation of our success.

Apply Today!

If you’re a skilled in scheduling and dispatching and have a passion and a desire to grow with a company that values your expertise, we want to hear from you. Join AAA Facility Services and be part of a team that takes pride in delivering excellence.