Appointment Coordinator

Bernard Nickels & Associates; New York (NY); On-site; USD 38,000 - 46,000; Full time

Job summary

Bernard Nickels & Associates is seeking a reliable Appointment Coordinator / Office Administrator for a fully onsite role in New York City. The position focuses on scheduling service appointments with existing customers, not cold calls, with emphasis on organization and attention to detail.

You will contact customers by phone or email, locate their details in the system, and book and record appointments while maintaining accurate records and follow-up as needed.

Qualifications

• Comfortable speaking with customers over the phone.
• Strong attention to detail and accuracy.
• Organized and able to track multiple customer interactions.
• Reliable with strong follow-through and timely updates.
• Professional verbal and written communication skills.
• Basic computer skills and ability to learn new systems.

Responsibilities

• Work through provided customer call and email lists.
• Locate customer contact information in the company’s system.
• Call existing customers to schedule upcoming service appointments.
• Communicate with customers by email when needed.
• Book and accurately record appointments.
• Track who answered, who did not, and who requires follow-up.
• Keep customer records up to date and organized.
• Enter and update information within internal systems.
• Follow up with customers as needed.
• Assist with general administrative and office support.
• Take on additional projects and responsibilities as you become comfortable.

Skills

Phone communication

Attention to detail

Organization

Reliability

Professional communication

Microsoft Office basics

Tools

Microsoft Office

Job description

We’re looking for a reliable, organized Appointment Coordinator / Office Administrator to join a growing team. This is a great opportunity for someone who communicates well, pays close attention to detail, and is comfortable speaking with customers throughout the day.

• Start Date: September 8, 2026
• Assignment: Temporary for several months with potential to become permanent
• Schedule: Monday–Friday
• Workplace: Fully onsite
• Location: New York City

The Role

The main focus of this position is helping schedule service appointments with existing customers. This is not cold calling or sales.

You’ll be given a list of customers to contact by phone or email. After training, you’ll locate their information in the company’s system, reach out to schedule their next irrigation or gardening appointment, record the outcome, and move on to the next customer.

The process is straightforward, but organization, reliability, and attention to detail are extremely important.

Responsibilities

• Work through provided customer call and email lists
• Locate customer contact information in the company’s system
• Call existing customers to schedule upcoming service appointments
• Communicate with customers by email when needed
• Book and accurately record appointments
• Track who answered, who did not answer, and who requires follow-up
• Keep customer records and contact activity organized and up to date
• Enter and update information accurately within internal systems
• Follow up with customers as needed
• Assist with general administrative and office support
• Take on additional projects and responsibilities as you become comfortable in the role

What We’re Looking For

• Comfortable speaking with customers over the phone
• Strong attention to detail and accuracy
• Organized and able to keep track of multiple customer interactions
• Reliable and consistent with strong follow-through
• Professional verbal and written communication skills
• Basic computer and Microsoft Office skills
• Ability to learn new systems and processes
• Able to work independently once trained
• Positive, team-oriented attitude
• Previous administrative, scheduling, customer service, or office experience is a plus

There is an opportunity to grow into other areas of the business for someone who proves their ability, reliability, and attention to detail in this role.

If you’re organized, comfortable on the phone, and looking for an opportunity where strong performance can lead to additional responsibility, we’d love to hear from you.