Client Services Specialist (Scheduler)

ARCXIS; Houston (TX); On-site; USD 42,000 - 70,000; 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

Job summary

ARCXIS in Houston, TX is seeking a Client Services Specialist to coordinate schedules for field inspectors, manage client communications, and prioritize daily assignments based on build cycles and closing lists. The role requires strong organization and the ability to adapt to changes with minimal supervision.

You will analyze operation software data, answer high-volume calls and emails, and ensure visits are confirmed and evenly distributed by geography.

Qualifications

• Requires a High School Diploma or GED.
• Minimum of three years in general office work.
• Two+ years planning and prioritizing daily schedules or similar work.
• Proven data entry experience with high accuracy.
• Excellent typing speed (50–60 WPM) and communication skills.
• Proficient with MS Office, Word, Excel; Salesforce is a plus.

Responsibilities

• Analyze and monitor operation software data for clients.
• Answer high-volume company-wide calls and emails.
• Schedule visits following established procedures.
• Monitor client construction schedules to plan data collection visits.
• Communicate with clients and coworkers to resolve issues and improve service.
• Confirm inspection dates and gather needed information from clients.
• Ensure visits are assigned by geography and workload is balanced.
• Track inspections and related issues.
• Assist management with client communications on missing information.
• Perform other duties as assigned.

Skills

Data entry

Scheduling

CRM usage

MS Office

Customer service

Education

High School Diploma or GED

Tools

Salesforce

MS Office

Job description

Company Overview

ARCXIS (Houston, Texas), is the largest provider of inspection, design, engineering, and quality assurance services for the U.S. residential construction industry. Formerly known as DPIS Builder Services, Ei Companies, Post-Tension Solutions, Ensign Building Solutions Home Energy Division, and Building Energy, ARCXIS brings together hundreds of years of expertise and experience under a single brand serving builders in over half of the states spanning the continental United States.

Full-time Description

Company Overview

ARCXIS (Houston, Texas), is the largest provider of inspection, design, engineering, and quality assurance services for the U.S. residential construction industry. Formerly known as DPIS Builder Services, Ei Companies, Post-Tension Solutions, Ensign Building Solutions Home Energy Division, and Building Energy, ARCXIS brings together hundreds of years of expertise and experience under a single brand serving builders in over half of the states spanning the continental United States.

The ARCXIS group of companies also includes ABCO Construction Services, LLC (Centennial, Colorado) and structural engineering firm United Structural Consultants (Houston, Texas). Both ABCO and USC service the multi-family, multi-use, and commercial sectors of the construction industry.

ARCXIS is majority-owned by Saw Mill Capital, LLC (Briarcliff Manor, New York). Visit us online at www.arcxis.com.

General Overview Of Position

The Client Services Specialist 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

Education, Experience, And Desired Qualifications

• 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, CRMs, and spreadsheets such as MS Office, Word, Excel. Knowledge of Salesforce is a plus.
• General construction knowledge a plus

Qualifications And Desired Competencies

• Ability to perform data entry in multiple forms of software.
• Ability to manage over 700 transactions a day, split between the scheduling team.
• Ability to think quickly on your feet for a real-time solution to a problem.
• 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