Scheduling Coordinator - Valencia

Aaafacilityservices; California; On-site; USD 33,000 - 37,000; Full time

Benefits offered by this job

Medical, dental, vision

401(k) with employer match

PTO, sick time, and holiday pay

Flexible Spending Account (FSA)

Employee Assistance Program (EAP)

Career growth opportunities

Employee discounts

Job summary

AAA Facility Services is seeking a dependable Scheduling Coordinator in Valencia, CA to coordinate service work for out-of-state clients across the country. The role focuses on same-day emergencies, next-day calls, and time & material work, requiring strong communication and organizational skills.

You will identify and onboard qualified service partners, manage multiple work orders, and ensure accurate documentation and client portal updates.

Qualifications

• 2 years in an administrative role and 1+ year in scheduling/dispatching.
• Strong communication skills, both written and verbal.
• Comfortable making frequent phone calls and communicating with service providers.
• Ability to manage multiple open work orders and competing priorities.
• Proactive with follow-up and problem-solving in a fast-paced environment.

Responsibilities

• Identify and contact qualified service partners to perform work at client locations across the United States.
• Onboard new service partners and gather required information, pricing, and capabilities.
• Coordinate SDE, ND, and T&M service requests from start to finish.
• Confirm availability, scope, pricing, and estimated arrival times with partners.
• Obtain and communicate proposals and pricing as required.
• Coordinate dispatch and ensure correct work order details and client requirements.
• Follow up on arrival, status, findings, completion, and documentation.
• Monitor open work orders and resolve outstanding items.
• Review completed work for notes, photos, invoices, and documentation.
• Keep client portals updated and communicate status to clients and partners.
• Escalate issues when necessary and build partner relationships.
• Follow SOPs to ensure consistent handling of work.

Skills

Scheduling

Dispatching

Vendor management

Customer service

Communication

Multi-tasking

Problem solving

Independent work

Microsoft Outlook

Microsoft Office

Tools

Microsoft Outlook

MS Office

Job description

Job Title: Schedule Coordinator – Valencia, CA

Employment Type: Full-Time Monday - Friday 07:30 AM - 04:30 PM

Compensation: $24.00 - $27.00 (DOE)

Experience Required: 2 years of experience in an administrative role and at least 1 year experience of scheduling and/or dispatching.

Scheduling Coordinator Benefits:

• Medical, dental, vision, life insurance
• 401(k) with employer match
• PTO, sick time, and holiday pay
• Flexible Spending Account (FSA)
• Employee Assistance Program (EAP)
• Career growth opportunities
• Employee discounts

Why Join AAA Facility Services?

Since 1995, AAA Facility Services has delivered skilled trade services with a customer-first philosophy. We’ve built a reputation for going to extra mile – not just for our clients, but for our team members and service partners. Our core business focuses on commercial facility services, including in-house electricians, plumbers, and technicians, supported by a trusted network of service providers.

We believe that taking care of our team members means they’ll take care of our clients – and that’s the foundation of our success.

About the Scheduling Coordinator Role

AAA Facility Services is looking for a dependable, organized, and proactive Scheduling Coordinator to join our team. This position is responsible for coordinating service work for our out-of-state clients by identifying and onboarding qualified service partners to complete work at locations across the country within client SLAs.

This is a fast-paced coordination role focused primarily on Same Day Emergencies (SDEs), Next Day (ND) calls, and Time & Material (T&M) work. The ideal candidate is comfortable making calls, sending emails, following up, and keeping multiple jobs moving at the same time.

Scheduling Coordinator 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

Scheduling Coordinator Qualifications:

• Previous experience in scheduling, dispatching, service coordination, vendor management, or customer service preferred
• Strong communication skills, both written and verbal
• Comfortable making frequent phone calls and communicating with service providers and clients
• Strong follow-up skills and attention to detail
• Ability to manage multiple open work orders and competing priorities
• Resourceful and comfortable finding solutions when a service partner is unavailable or a job does not go as planned
• Ability to work independently and take ownership of assigned work
• Comfortable learning and working in multiple computer systems and client portals
• Proficiency with Microsoft Outlook and basic Microsoft Office applications
• Professional and confident when communicating with clients and vendors
• Reliable, organized, and able to work effectively in a fast-paced environment

What Makes Someone A Successful Scheduling Coordinator:

The successful candidate will be a strong communicator and natural problem solver who understands that follow-up is critical.

You will often be coordinating several jobs at different stages at the same time. One service partner may need to provide pricing, another may be waiting for approval, and another may already be onsite. Staying organized, knowing what needs attention, and following through until each job is properly completed are essential to this position.

You should be comfortable picking up the phone, asking questions, negotiating when appropriate, and finding a service partner when one isn't readily available.

Most importantly, you will own your work orders from start to finish and ensure that clients, service partners, and internal departments are kept informed along the way.