Administrative & Scheduling Coordinator

Job Summary

We are looking for a reliable and organized Administrative & Scheduling Coordinator to manage the back-office operations of a growing inspection services business. This role centers on managing emails, coordinating the daily appointment schedule, communicating with clients, and preparing professional reports. The ideal candidate is detail-oriented, comfortable with technology, and able to keep operations running smoothly with minimal supervision.

Key Responsibilities

• Manage and organize the inbox, including sending inspection reports and accompanying photos to clients
• Coordinate and maintain the daily appointment calendar, ensuring all information needed for each inspection is prepared in advance
• Schedule appointments and set up the daily work plan ahead of time
• Answer incoming phone calls, handle client inquiries, and route calls when needed
• Make outbound calls to confirm appointments, follow up with clients, and verify requirements prior to inspections
• Prepare, format, and organize inspection reports accurately
• Maintain and update job tracking records and management lists
• Identify process gaps or recurring issues and flag them for improvement as workflows develop

Mandatory Skills

• Strong administrative and scheduling experience
• Proficiency with Microsoft Outlook and the broader Microsoft Office suite
• Comfortable working with cloud tools such as Google Drive
• Excellent English communication skills, both written and verbal, for direct client interaction
• Confident handling phone calls professionally
• Strong organizational skills and attention to detail
• Reliable, detail-oriented, and able to work independently

Preferred Skills

• Experience with QuickBooks for invoicing
• Familiarity with SharePoint or similar list/tracking tools
• Background in construction, inspections, real estate, or a related field
• Basic understanding of workflow automation and the ability to recognize when a process needs adjusting
• Experience with phone/VoIP platforms such as Dialpad or Google Voice
• Ability to grow into expanded responsibilities as the business scales

Why Join Us

This is a great opportunity to become a key part of a growing business from the early stages, with real room to expand your role over time. You’ll work closely with a hands-on owner who values reliability and initiative, in a flexible and supportive environment where your contributions directly shape how the business runs.

Work Schedule

Monday to Friday, starting 8:30 AM, ~4 hours/day, Central Time (US)