Scheduling Coordinator

Description

Position Summary:

The Scheduling Coordinator, Life Safety Building Systems will play a pivotal role in supporting the organization’s life safety initiatives. Initially focused on managing life safety system inspections, this position oversees scheduling, record management, data tracking, reporting, and deficiency resolution while ensuring compliance and effective communication. As the role evolves, responsibilities may expand to include additional life safety-related tasks and contributing to centralized workflows and strategic goals. A successful Scheduling Coordinator, Life Safety Building Systems is able to manage their time effectively, is detail oriented, a trustworthy team player, and takes pride in their work. In addition, this position needs to be accountable and attentive to provide excellent customer service skills when interacting with associates and vendors.

Primary Responsibilities

• Monitor upcoming life safety systems inspections daily, schedule them within 60 days of the annual date, coordinate with vendors and Weidner properties for access, and document details
• Maintain and update data including missing information while ensuring accuracy and accessibility
• Receive, upload, and maintain all inspection reports while ensuring that the inspections were properly submitted to local AHJ’s for compliance reporting
• Code invoices, submit to accounting, and communicate cost impacts to Weidner property directors and regional leadership
• Deliver timely updates to community directors, area directors, team members, and leadership on schedules, outcomes, repairs, and budget details
• Ensure all reports, quotes, invoices, and communications are archived or uploaded within the designated repository for auditing and reference
• Collaborate with the Security & Communications Team to identify and escalate more complex issues as needed.
• Perform other duties and participate in special projects as assigned by management and adapt to new responsibilities and software platforms as needs evolve
  
  

Qualifications

• 1-2 years in administrative support, project coordination, preferably in safety or compliance settings
• Experience with Smart Sheets or Excel; experience with Zendesk and Monday.com is advantageous
• Ability to work independently and efficiently with minimal supervision
• Strong attention to detail and organizational skills
• Excellent interpersonal and communication skills
• A high level of integrity, professionalism, and attention to detail and processes
• Ability to work in a fast-paced environment with strong motivation to learn & contribute on a daily basis
• Able to give professional directions clearly in person, over the phone, email, and text
• Experienced in Microsoft products is a must (Word, Excel, PowerPoint and Outlook)
• Follow Weidner’s Mission, Vision and Values and comply with all Weidner policies and procedures as well as all Fair Housing, local, state/province, and federal laws
• Prompt, regular attendance; wear company dress code / uniform & maintain professional appearance at all times
• Work effectively and cooperatively in a team environment and/or independently
• Ability to work outside of normal scheduled hours as needed
• Ability to work in the Kirkland Home Office
• Must agree to a criminal background check and sign an agreement for voluntary drug testing
• Valid and current driver’s license, vehicle and vehicle insurance