Scheduling Specialist: Dispatch & Client Coordination

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

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.