Scheduling Coordinator

Daily Morning Routine -

• Dispatch technicians on routes. Make sure they are aware of any work orders or changes made to their routes.
• Review all POM reports as they come in to check chemical readings and pictures – check for additional charge items, extra time, etc – create and send invoice to customer if needed – send reports to customers.
• Collect all work orders from the previous day, confirm they are completed properly and check off the agenda.
• Collect pictures from all techs, look through pictures to find any issues, organize them by address in PTEMP.
• Review recheck pictures with techs.
• Review notes made by tech from the previous day, discuss issues and let them know about any corrections they need to make.

• Track techs using GPS to see that route was followed in order and that they are not taking unnecessary routes and compare times to POM reports.
• Create estimates for simple repairs/equipment replacements, send to customers for approval, order parts when approved.
• Process billing for all maintenance customers – create and send invoices and use SOP to verify all customers have been billed correctly.
• Assist customers with taking payments over the phone.
• Follow up on estimates daily.
• Monitor phones and handle calls.
• Take calls from customers with issues/complaints, understand problems completely, create work orders with details and necessary actions. Add complaint to spreadsheet.
• Speak with potential customers, explain services, schedule estimates and send letter and packages. Confirm that property is accessible, obtaining gate codes or special passes.
• Use Google map to locate pools to determine service days or estimates.
• Make work orders as technicians call in with issues.
• Put all work orders on calendar and notes into POM appointment once scheduled.
• Schedule all new construction free maintenance visits and send NC customers the maintenance information, follow up once free maintenance is completed.
• Organize NC scheduling boards
• Call and email customers with pricing the morning after estimate visit.
• Complete and send agreements and recurring forms using Nitro to new maintenance customers.
• Track on spreadsheet all pools added and removed from the route.
• Maintain Maintenance Customer Audience list on Mail Chimp.
• Write SOPs for maintenance.
• Call and email customers to bring accounts current, track on spreadsheet and notes in QuickBooks.
• Call all customers with closed/covered pools in Spring to recommend reopening and added back to maintenance.
• Follow up on all recurring payments that have failed as soon as received. Collect failed payment and update recurring entry.
• Update Google Sheets as needed and follow up with customers to make sure issues have been resolved.
• Write newsletters seasonally with department updates and information. Send using Mailchimp.
• Manage company apparel inventory on spreadsheets, obtain apparel for each new employee and current employees, reorder apparel when needed.
• Manage company promotional inventory on spreadsheet.
• Make and manage gifts and free maintenance for NC customers.
• Manage, update and inspect tech cameras, GPS units, salt testers, power vacs and truck passes.
• Interview and hire new maintenance technicians.
• Enter payments for maintenance and other customers into QuickBooks as they come in.

Job Type: Full-time

Pay: $17.00 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 10 hour shift

Supplemental Pay:

• Bonus pay

Education:

• Associate (Preferred)

Experience:

• Computer literacy: 3 years (Required)

Work Location: One location