Scheduling Coordinator

We are One Workplace. We believe that people with a purpose need great spaces to perform their best work. We think big but work small, innovate through relentless curiosity, and treat each other – and our clients – like family. Over the past 70 years, we haven’t forgotten who we are, and we’ve never stopped changing. From big city skyscrapers to the west coast's premier universities and medical facilities, we design insightful work spaces with the latest technology to provide our clients an environment that embodies their image and encourages success. Our drive and dedication to providing our clients with innovative spaces and solutions has helped us expand our footprint, and now it is time to expand our team.  

One Workplace is committed to the development of empathetic leaders, diversification of talent and increased representation at every level of our business. We believe in cultivating a culture of inclusion and are dedicated to building and retaining teams through removing unnecessary barriers to employment and providing opportunities for career growth. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or veteran status.

Compensation range: $25.00 - $27.50 per hour   

The base salary will be determined based on your location, experience, and the pay of employees in similar positions. Actual total compensation will be dependent upon the individual's skills, experience and qualifications.

Benefits:

• 15 days of PTO
• 9 Paid holidays
• Medical/Dental/Vision Insurance
• 401k + Employer Match
• Paid Parental Leave
• Wellness App with reimbursement of up to $500 per year 
• Profit Sharing

Location: Santa Clara, CA (on-site)

Hours: Day shift, Monday - Friday

The Scheduling Coordinator coordinates all Delivery Ticket(s), paperwork, and Scheduled Details. Liaison between Sales, Sales Support, Project Management and Warehouse Team(s) for updates and critical details on projects to ensure accuracy of information.

Responsibilities:

• Check internal system, Hedberg Scheduler, for upcoming projects 1-3 days in advance
• Review budgets and scope of work on all projects to ensure manpower is allocated efficiently
• Confirm receipt date on all orders and product status
• Assists as a liaison between Sales, Project Management, and the Warehouse to ensure accuracy of scheduled orders for Will Calls or Deliveries by Operation Field Team(s)
• Complete job packets for Lead Installer, Delivery Drivers and Service Technicians that includes job tasks/drawings, manifest, delivery tickets, budget, OI forms, return inventory reports, and change order forms
• Provide updates to Sales, Sales Support, and Project Management on required information to complete job packets
• Coordinate with multiple departments and external customers to collect all required information and details needed to execute project on scheduled start date
• Provide direction to all internal and external service providers regarding process, procedure and scheduling coordination
• Attend weekly and occasional pre-install meetings
• Performs other operational tasks and assists in other supporting roles as assigned

Qualifications:

Education/Experience

Associate’s (A.A.) Degree from a two-year college or university; or 1-2 years related experience and training; or equivalent combination of education and experience; prior knowledge of office furniture a plus; thorough knowledge of systems products a plus

Knowledge/Skills/Abilities

• High level of knowledge of scheduling software and/or ability to quickly master internal computer operating systems

• Exceptional customer service skills with ability to provide friendly, professional service to One Workplace staff and clients
• Advanced attention to detail
• Basic to intermediate Geo Routing experience
• Ability to analyze and problem solve
• Strong verbal and written communication skills
• Self-motivated and able to work in deadline driven industry with minimal supervision
• Basic reading and writing skills

• Dedication and commitment to promote diversity, multiculturalism and inclusion in all work activities
• Collaborate in diverse teams to foster productive outcomes

Physical Requirements

• Ability to sit for extended periods
• Seeing, color perception, hearing/listening, clear speech, touching (dexterity)

Working Environment

Regularly works with a team and may work alone at times. Face to face, over the phone and email contact with others. Work is very detail oriented. Must work closely with internal customers as well as outside service providers. All responsibilities will be performed with varying amounts of supervision and a high level of self-motivation.

If this sounds like the right opportunity for you, please apply with your resume today. We look forward to connecting with you!