Full-Time | Monday–Friday | In-Office
We Green Inc. is seeking a dependable, organized, and motivated Scheduling Coordinator to join our busy office team. The primary responsibility of this position is scheduling appointments for our field technicians while assisting with general office administrative duties as needed. We are looking for someone with strong phone experience, excellent multitasking skills, and the ability to think logically and make good scheduling decisions independently.
This is a fast-paced, phone-heavy position that requires attention to detail, strong communication skills, and the ability to manage multiple schedules efficiently.
Responsibilities and Duties
- Make a high volume of outbound calls to homeowners and contractors to schedule field inspection appointments (approximately 50+ calls daily).
- Answer incoming calls and assist customers with scheduling questions and appointment requests.
- Manage and coordinate multiple field technicians' daily calendars.
- Strategically schedule appointments based on technician locations, existing appointments, travel distances, and geographic areas.
- Use Google Maps and our internal scheduling portal to determine the most efficient appointment times and routes.
- Evaluate available appointment openings and use independent judgment to minimize unnecessary travel time between jobs.
- Confirm upcoming appointments and communicate scheduling changes to customers and field technicians.
- Accurately enter appointment details, job information, and customer communications into our online portal.
- Adjust schedules as needed to accommodate cancellations, rescheduling requests, and unexpected changes.
- Assist with data entry, emails, customer service, and other general office administrative tasks as needed.
Qualifications and Skills
- Previous experience in a phone-heavy office or customer service position required.
- Scheduling, dispatching, or appointment coordination experience strongly preferred.
- Excellent phone etiquette and professional communication skills.
- Strong organizational skills and ability to multitask in a busy office environment.
- Strong critical-thinking skills, practical judgment, and the ability to make logical decisions independently.
- Ability to understand geographic locations, travel distances, and efficient route planning.
- Comfortable using Google Maps, online calendars, and multiple computer programs simultaneously.
- Strong computer skills, accurate data entry, and attention to detail.
- Ability to prioritize tasks and stay organized while handling frequent phone calls and interruptions.
- Dependable, punctual, and able to work well with a team.
- Positive attitude, willingness to learn, and ability to adapt quickly.
What We're Looking For
Our ideal candidate is someone who can look at several technicians' calendars, recognize where they will be working throughout the day, and determine the most practical location and time for the next appointment.
Our scheduling process requires hands-on coordination and decision-making. We do not use automated route optimization software, so the ability to plan efficiently, think ahead, and use good judgment is essential.
What We Offer
- No weekends. Volunteer basis if needed.
- 9 paid holidays per year.
- Casual dress code.
- Friendly, team-oriented office environment.
- Paid on-the-job training.
Experience:
- Phone-based customer service: Required
- Scheduling or dispatching: Preferred
- Office administration: Preferred
We are looking to fill this position immediately. Please submit your resume for consideration.
