Scheduling Coordinator: Dispatch & Partner Network

Aaafacilityservices; Anaheim (CA); On-site; USD 66,125,000 - 77,146,000; Full time

Benefits offered by this job

Company vehicle

Gas card

Medical insurance

Dental insurance

Vision insurance

Life insurance

401(k) with employer match

PTO

Sick time

Holiday pay

FSA

EAP

Career growth

Employee discounts

Job summary

AAA Facility Services in Anaheim, CA is seeking a dependable Schedule Coordinator to coordinate service work for out-of-state clients across the country. You will onboard partners, manage SLAs, and handle Same Day Emergencies, Next Day calls, and Time & Material work.

The role emphasizes calling, emailing, following up, and keeping multiple jobs moving simultaneously. Requires 2 years in admin and 1 year in scheduling/dispatching, with strong communication and organization skills.

Qualifications

• 2 years of experience in an administrative role and at least 1 year experience of scheduling and/or dispatching.
• Strong communication skills, both written and verbal.
• Ability to manage multiple open work orders and competing priorities.
• Comfortable making frequent phone calls and communicating with service providers and clients.

Responsibilities

• Identify and contact qualified service partners to perform work at client locations throughout the United States.
• Onboard new service partners and gather required company information, documentation, pricing, and service capabilities.
• Coordinate SDE, ND, and T&M service requests from initial assignment through completion.
• Contact service partners to confirm availability, scope of work, pricing, and estimated arrival times.
• Obtain and communicate NTEs, proposals, and pricing as required.
• Coordinate dispatch and ensure service partners have the correct work order details, site information, and client requirements.
• Follow up with service partners regarding arrival, job status, findings, completion, and required documentation.
• Monitor open work orders and proactively follow up on outstanding items.
• Review completed work for required notes, photos, invoices, and supporting documentation.
• Ensure work order information and client portals are kept current throughout the job.
• Communicate with clients, service partners, and internal departments regarding work status and next steps.
• Escalate issues, delays, pricing concerns, or service partner performance issues when necessary.
• Build and maintain positive working relationships with a network of service partners.
• Follow established company SOPs and processes to ensure work is handled consistently and accurately.

Skills

Scheduling

Dispatching

Vendor management

Customer service

Communication skills

Microsoft Outlook

Microsoft Office

Tools

Microsoft Outlook

CRM systems

Client portals

Job description

AAA Facility Services in Anaheim, CA is seeking a dependable Schedule Coordinator to coordinate service work for out-of-state clients across the country. You will onboard partners, manage SLAs, and handle Same Day Emergencies, Next Day calls, and Time & Material work.

The role emphasizes calling, emailing, following up, and keeping multiple jobs moving simultaneously. Requires 2 years in admin and 1 year in scheduling/dispatching, with strong communication and organization skills.