We are seeking a highly organized and dependable Scheduling Coordinator to support daily scheduling, administrative coordination, and communication across the organization. The Scheduling Coordinator will help ensure appointments, meetings, tasks, and schedules are properly organized and that information is communicated accurately and on time.
The ideal candidate is detail-oriented, professional, comfortable managing multiple priorities, and able to communicate effectively with clients, vendors, employees, and internal teams. Strong organizational skills and the ability to follow up on outstanding items are essential.
Key Responsibilities
Scheduling & Calendar Management
- Coordinate and maintain daily, weekly, and monthly schedules
- Schedule appointments, meetings, calls, and other business activities
- Confirm appointments and communicate schedule changes promptly
- Monitor calendars for conflicts and make adjustments when necessary
- Coordinate schedules between multiple employees, departments, vendors, and external contacts
- Maintain accurate and up-to-date scheduling records
Communication & Coordination
- Communicate professionally with clients, vendors, employees, and other contacts
- Respond to scheduling inquiries by phone, email, or other approved communication channels
- Provide accurate information regarding appointments, timelines, and scheduling requirements
- Follow up on pending requests and ensure outstanding scheduling matters are addressed
- Relay important updates and changes to the appropriate team members
Administrative Support
- Maintain organized scheduling documents, records, and correspondence
- Enter and update information in company databases, calendars, and software systems
- Prepare basic reports, schedules, lists, and other administrative documents
- Assist with coordinating meetings and preparing necessary materials
- Support other departments with routine administrative and coordination tasks
- Maintain confidentiality when handling company and client information
Schedule Tracking & Follow-Up
- Monitor scheduled activities and identify potential conflicts or delays
- Follow up with responsible parties regarding incomplete or pending tasks
- Keep schedules updated when priorities or circumstances change
- Escalate scheduling issues that may affect deadlines or operations
- Help ensure scheduled activities are completed according to established timelines
Qualifications & Skills
- Strong organizational and time-management skills
- Excellent written and verbal communication
- Strong attention to detail and accuracy
- Ability to prioritize multiple assignments and meet deadlines
- Professional and courteous communication style
- Comfortable using computers, email, calendars, spreadsheets, and standard office software
- Ability to work independently while also collaborating with a team
- Reliable, dependable, and willing to learn new systems and procedures
- Previous scheduling or administrative experience is helpful but not always required