Staffing Coordinator (Irving, TX)

CORE Safety Group; Irving (TX); On-site; USD 40,000 - 55,000; Full time

Job summary

CORE Safety Group in Irving, TX is seeking a Recruiting Staffing Coordinator to act as the primary liaison between clients and internal teams. You will answer calls, manage scheduling, gather service details, and prepare proposals and quotes using established templates.

This role emphasizes professional client communication, meticulous data entry, and the ability to coordinate multiple service requests across geography and personnel, ensuring timely updates and accurate records.

Qualifications

• Strong customer-service and interpersonal skills.
• Excellent verbal and written communication.
• Exceptional attention to detail and accuracy.
• Strong data-entry and computer skills.
• Ability to organize and manage multiple requests, deadlines, and priorities simultaneously.
• Strong follow-through and sense of urgency.
• Ability to communicate professionally with clients, employees, and management.
• Comfortable working in a fast-paced, service-oriented environment.
• Proficient with Microsoft Office; able to learn CRM, scheduling, quoting, and other business software.

Responsibilities

• Answer incoming calls and respond to client emails and service inquiries in a timely and professional manner.
• Serve as a primary coordination point for routine client service requests.
• Gather the necessary information to understand the client's needs, requested services, location, timing, and other service requirements.
• Maintain regular communication with clients regarding scheduling, availability, proposals, quotes, and service status.
• Provide a high level of customer service and help ensure clients receive prompt and accurate responses.
• Identify questions or situations requiring management involvement and elevate appropriately.
• Develop familiarity with company services in order to effectively communicate available solutions to clients.
• Coordinate service requests between clients and company employees.
• Identify appropriate personnel based on availability, geography, qualifications, and service requirements.
• Communicate assignments, schedules, client expectations, and relevant service information to employees.
• Confirm service dates and details with both clients and assigned personnel.
• Assist in resolving scheduling conflicts, changes, cancellations, and other service-related issues.
• Track open service requests to ensure they progress from initial inquiry through scheduling and completion.
• Follow up on outstanding items needed from clients or employees.
• Prepare and issue proposals, quotes, and service confirmations using established company pricing and templates.
• Ensure proposals and quotes accurately reflect the requested scope of services, pricing, schedule, and client information.
• Maintain organized records of proposals and quotes issued.
• Follow up on outstanding proposals and quotes when appropriate.
• Coordinate with management when pricing, scope, contractual terms, or client requests fall outside established guidelines.
• Assist with converting approved proposals and quotes into scheduled services.

Skills

Customer service

Verbal communication

Written communication

Attention to detail

Data entry

Multi-tasking

Time management

Professional communication

MS Office

CRM familiarity

Pricing & proposals

Tools

CRM system

ERP system

Scheduling software

Job description

Recruiting Staffing Coordinator (Irving, TX)

• Answer incoming calls and respond to client emails and service inquiries in a timely and professional manner.
• Serve as a primary coordination point for routine client service requests.
• Gather the necessary information to understand the client's needs, requested services, location, timing, and other service requirements.
• Maintain regular communication with clients regarding scheduling, availability, proposals, quotes, and service status.
• Provide a high level of customer service and help ensure clients receive prompt and accurate responses.
• Identify questions or situations requiring management involvement and elevate appropriately.
• Develop familiarity with company services in order to effectively communicate available solutions to clients.

Service Coordination & Scheduling

• Coordinate service requests between clients and company employees.
• Identify appropriate personnel based on availability, geography, qualifications, and service requirements.
• Communicate assignments, schedules, client expectations, and relevant service information to employees.
• Confirm service dates and details with both clients and assigned personnel.
• Assist in resolving scheduling conflicts, changes, cancellations, and other service-related issues.
• Track open service requests to ensure they progress from initial inquiry through scheduling and completion.
• Follow up on outstanding items needed from clients or employees.
• Prepare and issue proposals, quotes, and service confirmations using established company pricing and templates.
• Ensure proposals and quotes accurately reflect the requested scope of services, pricing, schedule, and client information.
• Maintain organized records of proposals and quotes issued.
• Follow up on outstanding proposals and quotes when appropriate.
• Coordinate with management when pricing, scope, contractual terms, or client requests fall outside established guidelines.
• Assist with converting approved proposals and quotes into scheduled services.

Data Entry & Administrative Responsibilities

• Accurately enter and maintain client, project, service, employee, and scheduling information within company systems.
• Maintain accurate records of client communications, proposals, quotes, service requests, and assignments.
• Review information for completeness and accuracy before submission or distribution.
• Update customer and project information as changes occur.Maintain organized electronic files and documentation.Assist with reports, service tracking, and other administrative functions as needed.

Qualifications

• Strong customer-service and interpersonal skills.
• Excellent verbal and written communication skills.
• Exceptional attention to detail and accuracy.
• Strong data-entry and computer skills.
• Ability to organize and manage multiple requests, deadlines, and priorities simultaneously.
• Strong follow-through and sense of urgency.
• Ability to communicate professionally with clients, employees, and management.
• Comfortable working in a fast-paced, service-oriented environment.
• Ability to understand basic business concepts including pricing, proposals, client relationships, service delivery, and profitability.
• Sound judgment and ability to recognize when an issue should be escalated.
• Proficiency with Microsoft Office applications and ability to quickly learn CRM, scheduling, quoting, and other business software.

Preferred Experience

• Previous experience in service coordination, customer service, scheduling, dispatching, account coordination, sales support, or administrative operations.
• Experience preparing quotes, proposals, purchase orders, or similar business documents.
• Experience working with a CRM, ERP, scheduling, or service-management platform.
• Experience in a professional services, consulting, construction, staffing, or business-to-business service environment is beneficial.

Customer Focus

Understands that responsiveness, professionalism, and follow-through directly impact the client's experience.

Accuracy & Attention to Detail

Produces accurate proposals, schedules, records, and client information with minimal errors.

Organization

Can manage numerous active requests and priorities without allowing important details or commitments to fall through the cracks.

Communication

Communicates clearly and professionally and knows what information is needed to properly coordinate a service request.

Business Acumen

Understands that service coordination involves more than scheduling and data entry. Recognizes the importance of pricing, utilization, client satisfaction, responsiveness, and profitability.

Problem Solving

Works through scheduling and service challenges independently when possible and knows when management involvement is necessary.

Ownership & Accountability

Takes responsibility for following a request through the process rather than simply passing information from one person to another.

Measures of Success

Success in this position may be measured by:

• Response time to client inquiries and service requests.
• Accuracy of proposals, quotes, and data entry.
• Timeliness of scheduling and service coordination.Percentage of service requests successfully staffed and scheduled.Client satisfaction and responsiveness.Accuracy and completeness of CRM and service records.Follow-up on outstanding proposals and open requests.Ability to reduce administrative burden on operational and management personnel.Overall reliability and ownership of the service coordination process.

Position Characteristics

This position is well suited for someone who enjoys being at the center of a busy service operation. The Service Coordinator must be comfortable communicating with clients, coordinating multiple employees, working through scheduling challenges, preparing business documents, and maintaining highly accurate records.

The position requires someone who can combine strong administrative discipline with excellent customer service and practical business judgment. The expectation is not simply to process requests, but to help move each client need efficiently from inquiry → quote/proposal → scheduling → service delivery.