Scheduling Coordinator - Calibration

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The Service Administrator Calibration is responsible for facilitating the flawless execution of customer calibrations. The administrator shall proactively work with customers to coordinate calibrations to be performed onsite, in a lab or via a third‑party contractor at the recommended cadence. The administrator shall maintain the highest level of integrity while balancing customer demand and company efficiency goals. Meet or exceed customer expectations so that they remain a loyal customer and continue to partner with the company in the future.

• Ensure reliable communication between customers and technicians
• Coordinate on‑site calibration dates with customers
• Ensure all required documentation is provided for the technician in advance of the calibration event
• Confirm customer contact information is accurate
• Ensure the allocated technician and equipment are available for the customer's required timeline
• Create and assign work orders via Salesforce software
• Create service appointments and assign resources in Salesforce
• Coordinate scheduling requirements with the Client Estimator
• Tactical responsibilities include monitoring monthly Indy Soft pending calibration emails, handling customer escalations, reacting appropriately to customer emergencies, and ensuring excellent communication between 3rd party vendors, clients, and company technicians
• Maintain at least an 80% planned utilization rate with the technicians
• Proactively schedule the clients and technicians with a 90‑day lead time
• Verify Indy Soft data and usage compared to Salesforce work orders, monitor, and follow up where discrepancies exist

• Demonstrates the highest level of detail orientation, organizational skills, and the ability to multitask efficiently
• Able to schedule Technicians for maximum territory coverage when traveling
• Demonstrates a sense of urgency to attain and exceed desired results
• Ability to leverage a variety of resources and influence others
• Ability to balance simultaneous projects while meeting assigned project timelines
• Advanced oral and written communication skills with the ability to write and edit business correspondence
• Able to maintain a high level of confidentiality
• Self‑directed, detail‑oriented, and flexible
• Willingness to learn and perform any/all work duties, including outside the job description
• Forward‑looking thinker who actively seeks opportunities and proposes solutions
• Other core competencies will be defined by your direct supervisor/manager

• Strong interpersonal, oral, and written communication skills
• Ability to bring forward recommendations and problem‑solve in real time

• Taking ownership and new challenges with a sense of urgency, high energy, and enthusiasm
• Provide direction, delegating, and overcoming obstacles to obtain results

• Gain the confidence and trust of others through honesty, integrity, and authenticity

• Understand the most effective and efficient processes to get things done, with a focus on continuous improvement

• Build relationships and deliver customer/team member/employee‑centric solutions

• 3+ years' experience in customer service
• Salesforce (or another CRM) and Indy Soft preferred
• Exceptional leadership, interpersonal communication, and relationship‑building skills
• Ability to handle and prioritize multiple tasks, work under pressure, and meet all deadlines
• Exhibit a high level of professional conduct, integrity, and accountability
• Proficient in Microsoft Office products (i.e., Word, PowerPoint, Excel)
• Ability to travel as needed for the role, estimated at 10%

• Ability to be on your feet while performing job requirements
• Ability to sit for periods depending on the job requirements
• Frequent alpha/numeric keyboarding
• Ability to use a computer for periods
• Ability to exert up to 10‑20 pounds occasionally
• Ability to balance, reach, and grasp as needed for the job
• Ability to crouch, grasp, and lift products above the shoulders to lift boxes and products from the floor properly

This position requires a 40‑hour minimum work week.

This position is located in the office, not remote.