Scheduling Coordinator

State Systems; Huntsville (AL); On-site; USD 42,000 - 56,000; Full time

Job summary

State Systems, Inc. in Huntsville, AL is seeking a Service & Inspection Scheduling Coordinator to streamline scheduling, invoicing, and coordination of service work from start to finish.

You will receive customer calls, prepare monthly inspection schedules, enter service orders, and assign inspections to field staff. You’ll ensure accurate reports, timing, and proper documentation in Infor and Service Trade to keep customers informed.

Qualifications

• Associate's degree or equivalent; or six months to one year related experience.

Responsibilities

• Coordinate customer service calls and schedule inspections.
• Prepare monthly inspection plans and service orders.
• Enter and track service requests in Infor and Service Trade.
• Assist with inventory as needed.
• Ensure inspection reports are accurate and communicated to customers.

Education

Associate's degree (A. A.) or equivalent from two-year college or technical school

Job description

State Systems, Inc.

Job Description

Job Title: Service & Inspection Scheduling Coordinator

Department: Low Voltage Division

Reports To: Operations Manager

SUMMARY Assists in coordinating scheduling, processing, and invoicing of service and installations from start to end by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Receive customer service calls and initiate appropriate responses.
• Provide support to technicians in the field.
• Prepare schedules for monthly inspections and other services.
• Enter recurring and demand service request orders.
• Process service request orders.
• Assist with inventory as needed.
• At the end of each month, download and schedule the following month's inspections from the inspection tracking system (Infor or other). Inspections that are past due should be given priority.
• Every inspection should be scheduled with the customer prior to arrival of the technician.
• Ensure the inspectors have the proper building reports ID number for the site they are inspecting.
• Assign the inspection job to the inspector using Service Trade.
• When the inspection is complete, thoroughly review inspection report for accuracy.
• Ensure deficiencies are correctly entered in service trade.
• Contact the customer to schedule a service tech or Sales representative will contact them about the discrepancies.
• Make sure the system (Infor and Service Trade) are updated with the inspection date to ensure inspection will be properly scheduled for the following year.
• All other duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Associate's degree (A. A.) or equivalent from two-year college or technical school; or six months to one-year related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS

Must have a valid driver's license and a good driving record.