Scheduler/Service Coordinator

About Us

We are a growing commercial kitchen exhaust maintenance and fire prevention company providing overnight services to restaurants, hospitals, schools, hotels, and other commercial facilities. Our customers depend on us to keep their kitchens compliant, safe, and operating without interruption. Every night, our field teams rely on accurate scheduling, timely communication, and strong operational support to deliver exceptional service.

We're looking for a full-time, in person Scheduler / Service Coordinator who thrives in a demanding, fast-paced service environment and understands that successful scheduling requires ownership, critical thinking, and accountability. 

Position Summary

We are looking for someone who genuinely enjoys solving the scheduling puzzle - matching the right crew to the right job, keeping clients informed, and staying two steps ahead of the inevitable curveballs that come with field service operations, including no-shows, equipment issues, weather delays, and last-minute client requests.

This is not an entry-level scheduling position. We are looking for someone who can take ownership of the schedule from planning through execution, anticipate challenges before they become problems, adjust priorities quickly, communicate effectively with customers and field teams, and make decisions that keep operations running smoothly.

Responsibilities

• Build and maintain daily and weekly service schedules for multiple field crews across all branches.
• Coordinate technician assignments based on route efficiency, workload, and customer requirements.
• Proactively adjust schedules throughout the day as customer requests, emergencies, equipment issues, or staffing changes arise.
• Communicate schedule updates promptly to technicians, office staff and management.
• Maintain accurate work orders and ensure all job information is complete before dispatch.
• Assist with drafting schedules and make real-time adjustments as operational needs change.
• Serve as the primary point of contact for customers regarding scheduling, confirmations, service requests, and updates.
• Professionally manage and resolve customer concerns while maintaining positive relationships.
• Coordinate closely with operations management to minimize downtime and maximize productivity.
• Monitor scheduling conflicts and proactively identify solutions before they impact service.
• Document schedule changes, customer communications, and operational notes accurately.
• Support administrative functions including data entry, reporting, and record management.
• Assist with special projects and other operational duties as assigned.

Required Qualifications

• Proven experience in an administrative, customer service, office management, project coordination, or similar role where organization and multitasking were essential.
• Exceptional organizational and time management skills with the ability to prioritize competing demands.
• Strong problem-solving skills and the ability to make sound decisions in a fast-paced environment.
• Excellent customer service and communication skills, both verbal and written.
• High attention to detail with a commitment to accuracy.
• Ability to manage multiple projects, deadlines, and changing priorities simultaneously.
• Comfortable working with computers and learning new software quickly.
• Experience using Microsoft Office, Google Workspace, and business software.
• Ability to remain calm, professional, and solutions-oriented under pressure.

Preferred Qualifications

• Experience in a service-based business such as HVAC, plumbing, electrical, commercial cleaning, restoration, facilities maintenance, logistics, or other field service industries.
• Experience coordinating technicians, service appointments, projects, or work orders.
• Experience using CRM, scheduling, or dispatch software.

What Makes Someone Successful in This Role

The successful candidate is someone who:

• Takes ownership of their work and follows issues through to resolution.
• Is dependable and responsive when operational issues arise.
• Anticipates problems instead of simply reacting to them.
• Communicates proactively rather than waiting to be asked.
• Can confidently balance customer expectations with operational realities.
• Enjoys solving problems under pressure.
• Is highly organized without sacrificing accuracy.
• Minimizes scheduling conflicts and missed appointments.
• Keeps customers informed and confident.
• Supports field crews with timely information and problem resolution.
• Takes responsibility for operational outcomes and works collaboratively to resolve issues when unexpected challenges occur.

Why Join Our Team

• Stable, growing company
• Supportive leadership team
• Opportunity to make a direct impact on daily operations
• Fast-paced environment where every day is different
• Opportunity for long-term career growth
• Benefits: Medical Insurance, 401k, PTO, paid holidays

If you enjoy coordinating moving pieces, solving operational challenges, and delivering excellent customer service, we would love to hear from you.