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    Scheduling Coordinator - Burlington, Canada - Englobe

    Englobe
    Englobe Burlington, Canada

    2 days ago

    Default job background
    Full time
    Description

    We offer

  • A full range of benefits (group insurance with shared costs upon hiring, group RRSP);
  • A telemedicine virtual healthcare service;
  • An annual reimbursement of sports expenses;
  • Opportunities for skills development;
  • Flexible hours and ability to compress working hours;
  • Internal policy to encourage teleworking.

    • Choose the path of impact. Join us in creating a positive legacy.

    Englobe is committed to providing accommodation to, and working with, applicants with disabilities, to meet their needs throughout the recruitment, selection and/or employment process.

    Your Contribution

    As a Scheduling Coordinator , you will work in collaboration with the Operations team and your main responsibilities will be:

    Administrative tasks (30%)

  • Responsible for ensuring consistent application of administrative processes and procedures.
  • Respond to incoming and outgoing callers so as to redirect or transfer calls as appropriate.
  • Receive phone calls for inspection and testing projects;
  • Maintain filing systems and databases;
  • Liase with internal and external clients;
  • Prepare and manage correspondence and reports
  • Accurate data entry and follow-up;
  • Perform any other office reception duties

    • Project Coordination (40%)

  • Ensure all required documentation and information are provided to technicians, account managers and customers;
  • Coordinate site visits with account managers, technicians, and customers on a regular basis;
  • Meet weekly with Operations Manager to discuss efficiency, and scheduling issues;
  • Ensure timesheets are reviewed and approved by the deadline;
  • Respond to customer enquiries in a timely manner;
  • Attend monthly meetings to forecast and prioritize work load;
  • Administrative support to Operations Manager as required.
  • Create and maintain comprehensive project documentation, plans and reports
  • Prepare and manage correspondence and reports;
  • Maintain filing systems and databases;

    • Scheduling (30%)

  • Upload and update information in scheduling database as required;
  • Send updates and schedule changes to technicians and account managers as they occur.
  • Write and organize technician schedules;
  • Ensure individual schedules are in compliance with employment standards.
  • Ensure that technicians have access to work orders and supplies when sent to a new site;
  • Ensure that staff are given sufficient notice by phone prior to any significant schedule changes;
  • Interact with account managers and technicians on a regular basis;
  • Process data, verify and edit reports as required;
  • Complete production of work completed daily for invoicing purposes.
    • Your Profile

  • Bilingual (asset);
  • Detail oriented;
  • Ability to work within policies and practices of multiple customers;
  • Ability to establish and effectively manage numerous priorities and meet deadlines;
  • Excellent communication, time management, and problem-solving skills;
  • Candidate must be proficient in MS Outlook, Excel, Word, PowerPoint and Internet Explorer;
  • Experience with word processing and database management;
  • Relevant training in office automation or administration;
  • Experience with clerical and admin procedures;
  • Experience with document preparation;
  • Superior knowledge of Word, Excel and Outlook, essential;
  • Reliability, confidentiality and interpersonal skills.
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