Scheduling Coordinator

STA KLEEN INC; Schaumburg (IL); On-site; USD 42,000 - 54,000; Full time

Job summary

STA KLEEN INC. is seeking a highly organized Scheduling & Customer Service Coordinator to join our team in the Chicago area.

You will coordinate daily and upcoming grease hood cleaning schedules, communicate with customers, and ensure crews are scheduled efficiently across Chicago and surrounding suburbs. The ideal candidate is bilingual (English and Spanish), comfortable on the phone, and adept at managing multiple priorities.

Qualifications

• Fluent in English and Spanish, written and spoken.
• Strong organizational and time-management abilities.
• Excellent customer service and communication skills.

Responsibilities

• Confirm daily scheduled jobs and contact customers for details.
• Manage the upcoming schedule and fill open times across Chicago area.
• Maintain accurate customer and appointment information in systems.
• Use QuickBooks and scheduling software to manage data.
• Provide professional customer service by phone and email.
• Follow up to ensure appointments are scheduled and confirmed.
• Identify and resolve scheduling conflicts or last-minute changes.

Skills

Bilingual English/Spanish

Organizational skills

Time management

Customer service

Phone communication

Computer literacy

Multitasking

Attention to detail

Knowledge of Chicago area

Dispatch / scheduling experience

Tools

QuickBooks

Scheduling/calendar software

Job description

Benefits:

• Paid time off
• Competitive salary

Position Overview

We are looking for a highly organized and dependable Scheduling & Customer Service Coordinator to join our team. This position is responsible for coordinating our daily and upcoming grease hood cleaning schedule, communicating with customers, and making sure our crews are scheduled efficiently throughout the Chicago area.

The ideal candidate is organized, comfortable working on the phone and computer, and able to manage multiple priorities without losing track of details. Experience in dispatching, scheduling, customer service, or coordination is preferred.

A strong focus of this position is actively scheduling new appointments and filling available openings in the schedule. We are looking for someone who takes ownership of the schedule rather than simply maintaining it.

Key Responsibilities

• Confirm the day’s scheduled jobs and communicate with customers as needed - You will contact customers in advance of their scheduled service to confirm appointments and obtain important information such as access instructions, lockbox codes, payment details, and special requests.
• Manage and maintain the upcoming schedule - Make outbound calls to customers to schedule new appointments and fill open appointment times throughout the Chicago area and surrounding suburbs.
• Maintain accurate customer and appointment information in our computer systems.
• Use QuickBooks and our scheduling/calendar software to manage customer and job information.
• Provide professional and courteous customer service by phone and email.
• Follow up consistently with customers to ensure appointments are properly scheduled and confirmed.
• Help identify and resolve scheduling conflicts or last-minute changes.

Qualifications

• Fluent in both written and spoken English and Spanish.
• Strong organizational and time-management skills.
• Excellent customer service and communication skills.
• Comfortable making a significant number of outbound phone calls each day.
• Strong computer skills and the ability to learn new software quickly.
• Ability to manage multiple tasks and priorities in a busy environment.
• Strong attention to detail and follow-through.
• Familiarity with the Chicago area and surrounding suburbs is highly preferred.
• Previous experience in dispatch, scheduling, logistics, customer service, or office coordination is preferred.
• Experience with QuickBooks or scheduling software is a plus.

What We’re Looking For

We are looking for someone who is proactive, organized, and accountable. The right person will take ownership of the schedule and understand that keeping our crews busy and our customers properly scheduled is paramount.

You should be comfortable picking up the phone, talking with customers, solving scheduling problems, and looking ahead to determine where we can fit additional work into the schedule.

Geographic knowledge of the Chicago area is particularly valuable because efficient scheduling is important to our operation. We want someone who can recognize opportunities to schedule customers in the same area or along an efficient route for our crews.

If you are organized, good with people, comfortable with computers and phones, and enjoy keeping a busy operation running smoothly, we would like to hear from you.