Scheduling Administrative Assistant

ECS Southwest, LLP; Fort Worth (TX); On-site; USD 38,000 - 54,000; Full time

Job summary

ECS Southwest, LLP is seeking an Administrative Scheduling Coordinator in Fort Worth, TX to manage client, contractor, and project staff calendars. You will coordinate field technicians, inspectors, and personnel to support project needs.

You will monitor on-site arrivals, maintain records, and handle document management while ensuring confidentiality and accuracy in all communications.

Qualifications

• 1 year of related experience.
• High school diploma or GED required; associate degree preferred.

Responsibilities

• Receives scheduling requests from clients, contractors, project personnel, and internal stakeholders.
• Schedules and coordinates field technicians, inspectors, and other personnel to support project and client requirements.
• Maintains daily schedules and adjusts assignments based on workload and priorities.
• Monitors scheduled activities and follows up to verify on-site arrivals and completion of services.
• Communicates scheduling updates and changes to clients, contractors, technicians, and project teams.

Skills

Scheduling

Coordination

Office Administration

Microsoft Office

Communication

Multitasking

Record keeping

Customer service

Confidentiality

Problem solving

Education

High school diploma or GED

Associate degree in Business Administration

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Job description

Responsibilities

• Receives scheduling requests from clients, contractors, project personnel, and internal stakeholders
• Schedules and coordinates field technicians, inspectors, and other personnel to support project and client requirements
• Maintains daily schedules and adjusts assignments based on workload demands, staffing availability, project priorities, and changing client needs
• Monitors scheduled activities and follows up to verify that field personnel arrive on-site and complete assigned services as requested
• Communicates scheduling updates, conflicts, delays, and changes to clients, contractors, technicians, and project teams
• Coordinates with operations personnel to optimize resource utilization and scheduling efficiency
• Maintains accurate scheduling records, logs, and supporting documentation
• Processes, formats, transmits, and distributes project and business documents in a timely manner
• Performs word processing, data entry, and document management activities
• Registers projects, proposals, and related business records within company systems
• Creates and maintains project, client, and administrative files and folders
• Organizes, files, scans, uploads, and maintains electronic and physical records
• Assists with the preparation, assembly, binding, and distribution of reports and project deliverables
• Assists with answering telephone calls and directing inquiries appropriately
• Supports incoming and outgoing mail distribution and routine office operations
• Provides backup support to other administrative personnel during absences, lunch coverage, training, and periods of increased workload
• Maintains the confidentiality of company, employee, project, and client information
• Identifies opportunities to improve scheduling processes, communication, and operational efficiency
• Performs other duties as assigned

Qualifications

Required Qualifications

• 1 year of related experience
• High school diploma or GED required
  • Associate degree in Business Administration, Office Administration, Communications, or a related field preferred
• If driving for, or on behalf of, any ECS subsidiary, a valid driver's license is required
• Knowledge of general office administration, scheduling, and coordination practices
• Ability to manage multiple schedules, priorities, and changing deadlines in a fast-paced environment
• Strong organizational skills and attention to detail
• Ability to prioritize tasks and respond effectively to changing operational demands
• Effective verbal and written communication skills
• Strong customer service and relationship-building skills
• Ability to communicate professionally with contractors, clients, technicians, project personnel, and office staff
• Ability to accurately maintain records, schedules, and documentation
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint
• Ability to learn and utilize scheduling, dispatching, and business management systems
• Ability to work independently while collaborating effectively with multiple stakeholders
• Ability to identify scheduling conflicts and implement practical solutions
• Ability to maintain confidentiality and appropriately handle sensitive information
• Dependable work habits and a commitment to responsiveness, accuracy, and quality

Military Qualifications

• The following US Military ranks would qualify for this position:
• E-4

About Us

ECS Group of Companies (ECS) was founded in 1988 with the goal to raise the standards of professional engineering consulting. Today, we are a leader in geotechnical, construction materials, environmental and building science + infrastructure consulting services. We are employee-owned with more than 3,200 employees in 125 offices and testing facilities coast to coast. ECS is currently ranked #60 in Engineering News-Record's Top 500 Design Firms (April 2026), #144 in Engineering News-Record's Top 200 Environmental Firms (October 2026) and #38 in Zweig Group's Hot Firm List (June 2026). For additional information about ECS, visit: www.ecslimited.com.

ECS is an Equal Opportunity Employer. To learn more, clickhere.