The Inspections Department Scheduler is responsible for coordinating and maintaining the daily and future scheduling needs of the Inspections Department. The role will work closely with the Inspections Department Manager, field inspectors, Sales, and administrative staff to ensure inspections are scheduled efficiently and customer commitments are met.This position is responsible for communicating with customers to coordinate inspection dates, assigning work based on inspector availability and qualifications, and maintaining an organized schedule that maximizes field productivity. The Scheduler must be able to manage changing priorities, customer requests, cancellations, and scheduling conflicts while ensuring the highest quality of service is delivered to both internal and external customers.Essential Functions:Schedule and coordinate fire protection inspections with customers and field personnelMaintain daily, weekly, and future inspection schedulesContact customers by phone and e-mail to schedule and confirm inspection appointmentsAssign inspections based on technician availability, qualifications, location, and job requirementsReview upcoming schedules to identify conflicts, open availability, and scheduling opportunitiesCoordinate schedule changes, cancellations, call-outs, and customer requestsWork closely with the Inspections Department Manager to maximize technician utilization and department productivityCoordinate with Sales and administrative staff regarding new jobs, contracts, customer requirements, and scheduling needsMaintain accurate scheduling information and customer notes within ServiceTradeEnsure scheduled inspections contain the necessary job information and documentation for field personnelAssist customers with scheduling questions and provide timely follow-upCommunicate scheduling changes and important job information to inspectors and appropriate department personnelMonitor unscheduled and upcoming inspection work to ensure customer commitments and required inspection frequencies are maintainedProvide support as needed to Wayman employees and ManagersCompetencies:Exceptional verbal, written, and listening skillsStrong organizational and time-management skillsDetail oriented, focused, and a self-starterAbility to manage multiple priorities in a fast-paced environmentStrong problem-solving and decision-making skillsAbility to communicate professionally with customers and field personnelAbility to work effectively both independently and as part of a teamComfortable making and receiving a high volume of customer phone calls and e-mailsProficient with computers and able to learn scheduling and service-management softwareAbility to adapt quickly to schedule changes and changing departmental priorities
