Scheduling Specialist

Onsite Safety; Town of Florida (NY); On-site; USD 42,000 - 62,000; Full time

Job summary

Onsite Safety is seeking a Scheduling Specialist to serve as a central connection between customers and Field Service operations. This role processes requests, coordinates scheduling details, and communicates expectations to support reliable field execution.

The position works closely with Dispatch and the Scheduling Coordinator, maintaining CRM records and ensuring a responsive scheduling experience for customers and colleagues in an office setting.

Qualifications

• Two or more years of experience in a service-based or logistics scheduling role.
• Experience working closely with dispatch or field-service teams.
• Typing speed of 35 or more words per minute.

Responsibilities

• Receive, review, and process scheduling requests submitted by phone, text, email, or online portal.
• Assess urgency and prioritize day-of, same-day, and other time-sensitive service needs.
• Contact customers to verify scheduling details and confirm next-day work.
• Coordinate with Dispatch to reschedule jobs that are not ready and minimize delays.
• Help recover incomplete or carried-over work by coordinating revised service dates.
• Explain service timelines, clarify expectations, and provide timely updates.
• Maintain accurate customer contacts, job notes, scheduling details, and required system records.
• Communicate scheduling issues to Scheduling Coordinator and partners.
• Support a responsive, accurate, customer-focused scheduling experience.

Skills

Customer service

Scheduling

Dispatch

Administrative support

Communication

Data entry

CRM

Attention to detail

Tools

CRM

Job description

The Opportunity

Onsite Safety is seeking a Scheduling Specialist to serve as a central connection between our customers and Field Service operations. This position receives and evaluates service requests, coordinates scheduling details, communicates expectations, and works closely with Dispatch and the Scheduling Coordinator to support reliable field execution.

Description

Onsite Safety is seeking a Scheduling Specialist to serve as a central connection between our customers and Field Service operations. This position receives and evaluates service requests, coordinates scheduling details, communicates expectations, and works closely with Dispatch and the Scheduling Coordinator to support reliable field execution.

What You’ll Do

• Receive, review, and process scheduling requests submitted by phone, text, email, or online portal.
• Assess urgency and prioritize day-of, same-day, and other time-sensitive service needs.
• Contact customers to verify scheduling details and confirm next-day work.
• Coordinate with Dispatch to reschedule jobs that are not ready and minimize service delays and revenue loss.
• Help recover incomplete or carried-over work by coordinating revised service dates and customer communication.
• Explain service timelines, clarify expectations, and provide timely, professional updates.
• Maintain accurate customer contacts, job notes, scheduling details, and other required system records.
• Communicate scheduling issues and operational concerns to the Scheduling Coordinator and appropriate partners.
• Support a responsive, accurate, and customer-focused scheduling experience.

What We're Looking For

• At least one year of experience in customer service, scheduling, dispatch, administrative support, or a related role.
• Strong written and verbal communication skills across phone, email, and text channels.
• Ability to assess urgency, manage competing priorities, and remain organized in a fast-paced environment.
• Strong attention to detail with a commitment to accurate data entry and documentation.
• Comfort navigating computers, documents, spreadsheets, and business software.
• Ability to learn scheduling, CRM, field-service, and other operational systems quickly.

Work Environment And Time Requirements

• The Scheduling Specialist works in an office environment and works a standard work week.
• This is an office-based position that requires frequent phone and computer use, attention to detail, and regular collaboration with customers, office teams, and field personnel. The position works a standard workweek based on department and business needs.

Minimum Qualifications

• Two or more years of experience in a service-based or logistics scheduling role.
• Experience working closely with dispatch or field-service teams.
• Typing speed of 35 or more words per minute.

Reports to /Supervised by

• Field Services Manager

Preferred Qualifications

• 2+ years of experience in a service-based or logistics scheduling role.
• Typing speed of 35+ WPM

Key Result Areas (KRAs)

• Schedule Accuracy & Coordination
• Communication Responsiveness
• Data Entry & CRM Integrity
• Cross-Departmental Collaboration
• Customer Satisfaction

Key Performance Indicators (KPIs)

• Average Response Time
• Scheduling Accuracy Rate
• Call Quality
• Customer Satisfaction Score

Onsite Safety, Inc. is an Equal Employment Opportunity (EEO) employer and Drug-Free Workplace and prohibits employment discrimination against employees and applicants based on their age, race, color, pregnancy, gender, gender identity, sexual orientation, national origin, religion, marital status, citizenship, or because he or she is an individual with a disability, protected veteran or other status protected by federal, state, and local laws.