Client Service Specialist (Scheduler)

ARCXIS; Eagan (MN); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Dental insurance

Employee assistance program

Health insurance

Health savings account

Life insurance

Paid time off

Referral program

Vision insurance

ARCXIS rates are contingent on skill

Job summary

ARCXIS is seeking a Scheduling Coordinator to act as the communication point between New Home Builders and field personnel. The role focuses on determining daily routes for field inspectors, prioritizing assignments, and adapting to changes with minimal supervision.

You will monitor client schedules, confirm inspection dates, and maintain data accuracy while providing excellent customer service by phone and email. This on-site position requires strong organization and teamwork.

Qualifications

• High School Diploma or GED
• Minimum of three years general office experience
• Minimum of two years direct experience in planning and prioritizing daily schedules
• Proven experience in data entry
• Above-average typing skills (50-60 WPM)
• Professional written and verbal communication skills
• Knowledge of MS Office (Word, Excel)
• General construction knowledge a plus
• Ability to manage multiple transactions and adapt quickly
• Excellent customer service via phone and email

Responsibilities

• Analyze and monitor information from client operation software daily
• Answer company-wide incoming calls and emails
• Effectively scheduling visits following procedures
• Monitor client construction schedules and schedule data collection visits
• Communicate with clients to maximize customer service
• Confirm correct inspection dates and necessary information
• Ensure visits are assigned by geography with even workload
• Track information relating to field inspections and issues
• Support management with builders’ information (contracts, etc.)
• Perform other duties as assigned

Job description

Company Overview

ARCXIS, headquartered in Houston, Texas, is the leading provider of inspection, design, engineering, energy efficiency, and quality assurance services for the U.S. residential construction industry. With a nationwide presence, ARCXIS serves builders across the continental United States, delivering innovative solutions that enhance efficiency, performance, and compliance in new home construction.

Description

Our national team brings together years of expertise, offering a comprehensive suite of services that support builders in constructing high-quality, high-performance, energy-efficient homes. Through cutting-edge technology, industry knowledge, and a commitment to excellence, ARCXIS continues to set the standard for residential construction services. To learn more, visit www.arcxis.com

General Overview Of Position

This position will act as a communication point between New Home Builders and field personnel. The ideal candidate will be able to determine daily route for field inspectors based on clients build cycles and closing lists. The central scheduler must be able to prioritize daily assignments and work around unexpected field changes as well as take appropriate action with little supervision.

Primary Responsibilities

• Analyze and monitor information from the operation software of the client(s) daily.
• Answer company-wide incoming calls and emails. (HIGH CALL VOLUME – MULTIPLE PHONE LINES)
• Effectively scheduling visits while following procedure.
• Monitor client construction schedules regularly (daily, weekly, or monthly depending on client) in order to schedule data collection visits accordingly for every home in the schedule.
• Proactively communicate with clients and coworkers regarding any issues with a home in an attempt to discover opportunities and maximize our customer service experience.
• Reach out to clients to confirm the correct date for inspections needed and other information that may be needed.
• Confirms all visits for a particular day are assigned appropriately based on geography and keeping the workload evenly distributed.
• Track information relating to field inspections and any issues that arise.
• Help management stay in touch with builders regarding missing and/or needed information (accounting, contracts, etc.)
• Other duties as assigned.

Requirements

• High School Diploma, or GED
• Minimum of three (3) years general office experience
• Minimum of two (2) years direct experience in planning and prioritizing daily schedules (or similar work)
• Proven experience in data entry
• Above-average typing skills (50-60 WPM)
• Professional written and verbal communication skills both internal and external
• Above-average knowledge of word processing tools, spreadsheets such as MS Office, Word, Excel. Knowledge of construction management and contractor scheduling software a plus
• General construction knowledge a plus
• Ability to perform data entry in multiple forms of software, manage multiple transactions a day and think quickly to provide real-time solutions to issues as they arise
• Excellent customer service skills via phone and email
• Excellent attention to detail is a must
• Accountability - Demonstrates a sense of responsibility and urgency for completing tasks; works independently with little to no supervision
• Time Management – Ability to manage and prioritize multiple projects and deadlines
• Communication - Excellent written and verbal skills, ability to uphold great rapport with both internal and external customers, escalates issues appropriately and professionally
• Teamwork - Works well with others, offers assistance, and collaborates
• Flexibility - Ability to work around unexpected changes, open to new and alternate ideas, and remain efficient and professional under pressure

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Vision insurance
• ARCXIS rates are contingent on skill set, experience, and geographical location of the position.