Special Services Scheduling Coordinator

Heritage-Building-Maintenance; Des Moines (IA); On-site; USD 25,000 - 32,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

401(k) with company match

Paid holidays

Paid time off after 90 days

Job summary

Heritage Building Maintenance is seeking a Special Services Administrative Assistant to support the daily operations of the Special Services department. The role involves clerical tasks, scheduling, communications, and recordkeeping, reporting to the Director of Special Services.

The position emphasizes managing calendars, coordinating tickets, and supporting interdepartmental workflows while ensuring confidentiality and accuracy in all tasks.

Qualifications

• High school diploma or GED preferred.
• Prior administrative, clerical, scheduling, dispatching, or office support experience preferred.
• Bilingual English/Spanish skills preferred.

Responsibilities

• Manage the Director of Special Services’ calendar, email follow-ups, task reminders, and department deadlines to support timely completion of priorities.
• Audit Special Services calendars, work tickets, recurring schedules, and service dates to help ensure accuracy and proper coordination.
• Maintain and update the ticketing system, including entering recurring work tickets, printing daily tickets, and communicating schedule or ticket changes to the appropriate team members.
• Assist with preparing, organizing, and distributing daily work assignments, service-related documents, training materials, and department communications.
• Manage building access requests and assist with access-related communication for Special Services team members.
• Maintain organized electronic and paper files to support department accuracy and accountability.

Skills

Verbal and written communication

Interpersonal skills

Microsoft Office Suite

Organization and detail-oriented

Recordkeeping and data entry

Administrative/clerical experience

Bilingual English/Spanish

Confidentiality and discretion

Independent work and initiative

Education

High school diploma or GED

Tools

Ticketing systems

Scheduling tools

HRIS systems

Office software training

Job description

Heritage Building Maintenance is seeking a Special Services Administrative Assistant to support the daily operations of the Special Services department. The role involves clerical tasks, scheduling, communications, and recordkeeping, reporting to the Director of Special Services.

The position emphasizes managing calendars, coordinating tickets, and supporting interdepartmental workflows while ensuring confidentiality and accuracy in all tasks.