Scheduling Coordinator

Havenside Construction Group believes we should be our clients’ home partner for life. We remodel, renovate, modify, repair and offer handyman services that support individuals and families interested in improving the aesthetics, safety and overall comfort of their home.

Havenside offers clients personalized service, building a plan that meets a family’s need, for the long term. Our company has skilled employees that listen and translate what clients want into scopes of work using the latest technology. Whether a client wants to spruce up or renovate a bathroom, install a ramp to access their home or widen doorways to accommodate mobility equipment, our team of installers can do it all.

At Havenside, we believe outstanding employees build the foundation necessary for excellence in business. It is with this belief that we are always looking for the best qualified and most talented employees to become part of our team.

Position Summary

The Scheduler is responsible for coordinating and managing appointments related to construction and home modification projects, including initial assessments, installation schedules, and service visits. This role works closely with Home Assessment Specialists, installers, Project Managers, and internal administrative teams to ensure visits are scheduled efficiently and in alignment with project timelines.

In addition to coordinating field appointments, the Scheduler supports internal administrative processes related to scheduling operations, including data entry, schedule tracking, and communication with customers and team members to maintain accurate and timely project coordination.

Key Responsibilities

• Schedule and coordinate appointments for in-home assessments, construction installations, service visits, and quality control follow-ups in alignment with project timelines and team availability.
• Optimize scheduling efficiency by organizing appointments based on geographic location, technician availability, project priority, and operational capacity.
• Communicate with customers and stakeholders to confirm appointments, provide updates, and address scheduling changes in a timely and professional manner.
• Collaborate with internal teams, including Project Managers, Home Assessment Specialists, installers, and administrative staff, to ensure accurate scheduling and project coordination.
• Maintain accurate scheduling records within the CRM system, including appointment details, case setup, schedule changes, and status updates.
• Manage incoming calls and scheduling inquiries, routing calls appropriately and providing information related to appointments and project timelines.
• Monitor and adjust schedules as needed to address cancellations, rescheduling requests, project delays, weather impacts, or staffing changes.
• Support scheduling-related administrative tasks, including data entry, report preparation, documentation management, and adherence to internal scheduling procedures and templates.

Required Qualifications

• High school diploma or equivalent required; Associate Degree or additional administrative training preferred.
• Minimum of 2–3 years of experience in scheduling, administrative coordination, customer service, dispatcher or a similar role.
• Experience working in construction, home services, healthcare scheduling, field service coordination, or a fast-paced operations environment preferred.
• Ability to quickly gather and analyze information from multiple sources and determine the most efficient scheduling or operational solution to support project timeline
• Strong organizational and time management skills with the ability to manage multiple schedules and competing priorities.
• Ability to work in a fast-paced environment, multitask effectively, and adjust schedules as operational needs change.
• Strong attention to detail and accuracy when managing appointment schedules and entering data
• Excellent verbal and written communication skills with the ability to interact professionally with customers, contractors, and internal staff.
• Experience using CRM systems, scheduling platforms, or database management systems to maintain accurate records and appointment tracking.
• Proficiency in Microsoft Office applications, including Outlook, Excel, and Word.

Physical Requirements

• Ability to sit at a desk and work on a computer for extended periods
• Occasional standing, walking, bending, or reaching to access files or office equipment
• Ability to lift and carry up to 20 pounds occasionally (e.g., files, office supplies)
• Manual dexterity to operate a keyboard, mouse, phone, and standard office equipment
• Visual ability to read screens, documents, and small print, with or without corrective lenses
• Auditory ability to hear and participate in conversations, phone calls, and virtual meetings

Schedule

• Full‑time, Monday–Friday (with occasional overtime or schedule adjustments based on business needs)

Pay: $22.00 - $28.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• AD&D insurance
• Dental insurance
• Disability insurance
• Employee assistance program
• Free parking
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $22 - $28