Scheduling & Logistics Specialist

Access Labs PTY; North Palm Beach (FL); Hybrid; USD 42,000 - 62,000; Full time

Job summary

Access Medical Labs is seeking a Scheduling & Logistics Specialist to serve as the operational link between clients, patients, internal teams, and third-party couriers, blending scheduling support with logistics coordination.

Approximately 50% of the role focuses on coordinating specimen draw services, responding to client needs, and resolving scheduling issues; the other 50% centers on logistics, including carrier coordination and shipment monitoring.

Qualifications

• High school diploma or equivalent.
• Minimum of 2 years experience in customer service, scheduling, logistics, or related field.
• Experience in a diagnostic laboratory, healthcare operations preferred.
• Experience with UPS/FedEx or other carrier platforms.
• Experience with UPS WorldShip or similar software is a plus.
• Strong computer and data-entry skills.
• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Strong problem-solving and communication skills.
• Ability to learn new systems and work independently as well as in a team.

Responsibilities

• Coordinate specimen draw services and scheduling for clients and patients.
• Respond to client inquiries via phone and email professionally.
• Provide information on Access Medical Laboratories' services, pricing, and policies.
• Serve as liaison between clients, patients, and internal teams.
• Address scheduling concerns, complaints, and service issues promptly.
• Maintain documentation of client interactions and resolutions.
• Identify recurring client concerns and suggest process improvements.
• Follow company policies and privacy/security requirements.
• Coordinate carrier pickups with UPS, FedEx, and others.
• Prepare and distribute daily inbound and weekly reports.
• Prepare daily shipments according to procedures.
• Determine shipping methods based on routes and requirements.
• Create client shipping labels and placards.
• Monitor shipments and address delays or issues.
• Resolve undeliverable packages with clients and carriers.
• Review weekly invoices for accuracy.
• Analyze on-demand pickup activity and fees.
• Communicate with internal departments and partners about shipping needs.
• Escalate significant logistics issues to leadership.
• Support process improvements to reduce costs and improve client experience.

Skills

Customer service

Scheduling coordination

Logistics coordination

Data entry

Communication

Time management

Problem solving

Education

High school diploma

Tools

UPS WorldShip

Carrier platforms

Job description

Description

Job Summary: The Scheduling & Logistics Specialist serves as a key operational link between Access Medical Laboratories, our clients, patients, internal teams, and third-party logistics partners. This hybrid position combines client and patient scheduling support with logistics coordination to help ensure specimen collection, transportation, and related services are completed efficiently and with a high level of customer service.

Approximately 50% of the role is focused on coordinating specimen draw services, responding to client needs, resolving scheduling and service-related issues, and supporting the overall client experience. The remaining 50% is focused on logistics operations, including carrier coordination, shipment management, exception resolution, reporting, and monitoring transportation-related activity.

The ideal candidate is highly organized, detail-oriented, service-driven, and comfortable managing multiple time-sensitive priorities in a fast-paced diagnostic laboratory environment.

Job Responsibilities

Scheduling & Client Support- 50%

• Coordinate specimen draw services and related scheduling needs for clients and patients.


• Respond to client inquiries via phone and email in a timely, professional, and service-oriented manner.


• Provide accurate information regarding Access Medical Laboratories' services, products, pricing, processes, and applicable company policies.


• Serve as a point of support between clients, patients, and internal teams to facilitate scheduling and service needs.


• Address and resolve scheduling concerns, client complaints, service issues, and other inquiries promptly and effectively.


• Maintain clear and accurate documentation of client interactions, service concerns, feedback, and resolutions.


• Identify recurring client concerns or service trends and communicate opportunities for process improvement to leadership.


• Maintain a positive and professional approach when interacting with clients, patients, coworkers, and business partners.


• Follow all applicable company policies, procedures, privacy requirements, and security protocols when handling client and patient information.

Logistics & Shipping Coordination- 50%

• Coordinate UPS, FedEx, and other applicable carrier pickups to support the timely transportation and return of specimens to Access Medical Laboratories.


• Prepare and distribute daily inbound and exception reports and applicable weekly reporting.


• Prepare daily shipments by assembling and packaging materials in accordance with established shipping procedures.


• Determine appropriate shipping methods based on established procedures, routes, service requirements, and rates.


• Create client shipping labels and facilitate client placards as needed.


• Monitor shipments and proactively address shipping delays, exceptions, and other transportation-related issues.


• Manage and resolve undeliverable packages in coordination with clients, carriers, and internal teams.


• Review weekly UPS and FedEx invoices for accuracy and identify discrepancies or areas requiring follow-up.


• Analyze on-demand pickup activity and monitor applicable fees, including ZPP fees.


• Maintain effective communication with internal departments, clients, and third-party logistics partners regarding shipping and logistics needs.


• Escalate significant or recurring logistics issues to leadership as appropriate.


• Support process improvements designed to increase efficiency, reduce unnecessary shipping costs, and improve the client experience.

Qualifications & Skills

• High school diploma or equivalent required.


• Minimum of 2 years of experience in customer service, scheduling, logistics, shipping, supply chain, healthcare operations, or a related field.


• Prior experience in a diagnostic laboratory, healthcare, medical scheduling, specimen logistics, or similar environment preferred.


• Experience working with UPS, FedEx, or other shipping/carrier platforms preferred.


• Experience with UPS WorldShip or similar shipping software is a plus.


• Strong computer skills, including data entry and the ability to learn medical, scheduling, shipping, and internal software systems.


• Excellent organizational and time-management skills with the ability to manage multiple priorities simultaneously.


• Strong attention to detail and accuracy.


• Strong problem-solving skills with the ability to identify and resolve scheduling and logistics issues efficiently.


• Excellent verbal and written communication skills.


• Strong customer-service orientation with the ability to communicate professionally with clients, patients, vendors, carriers, and internal teams.


• Ability to quickly learn, retain, and apply new information, processes, and procedures.


• Ability to work effectively both independently and collaboratively in a fast-paced environment.

About the Organization

Access Medical Labs is one of the largest specialty diagnostic labs in the country, using 50% less blood and delivering next-day results. We offer a comprehensive test menu-from routine panels to advanced biomarkers-across blood, saliva, and urine, performing over 1,000 tests under one roof. Our ultra-automated facilities, spanning over 55,000 sq. ft., are powered by the most cutting-edge diagnostic technology and innovative lab logistics available.

Since 2003, we've been committed to delivering a truly exceptional client experience backed by precise and reliable testing. Every innovation we pursue is driven by one purpose: making personalized medicine more practical and accessible.

Company culture is the foundation of Access Medical Laboratories. We continue to attract mission-driven and goal-oriented professionals to our organization, where each individual and team is recognized for their accomplishments. We place a significant amount of value on teamwork and mentorship, enabling each individual to consistently grow and develop. At Access, each team member has a sense of belonging, family, and community. We enjoy coming to work every day in an environment where people feel empowered, understanding that each team member plays a significant role in providing peace of mind to patients nationally.

EOE Statement

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.