Job description · Admin and executive support · Full-time
Scheduling Coordinator job description
A scheduling coordinator fills calendars efficiently: client appointments, technician routes, interviews, or consults. They keep utilization high and no-shows low, and they make booking easy for customers.
Responsibilities
- Book, confirm, and reschedule appointments by phone, email, SMS, and chat
- Optimize daily schedules for staff availability, travel, and priority
- Send reminders and follow up on no-shows to rebook
- Maintain availability rules and booking links
- Coordinate interview panels or multi-person meetings across time zones
- Keep customer records and appointment notes accurate
- Report weekly on bookings, cancellations, and open capacity
Requirements
- Two or more years scheduling for a clinic, service business, or team
- Friendly, clear phone manner and written English
- Excellent at juggling constraints and time zones
- Detail-oriented with names, dates, and addresses
- Comfortable with booking software and CRMs
- Patient with rescheduling and last-minute changes
Tools
- Calendly or Acuity
- ServiceTitan, Jobber, or Housecall Pro
- Google Calendar
- RingCentral or Aircall
What success looks like after 90 days
- Next-day schedules confirmed by end of each day
- No-shows followed up and rebooked within one business day
- A weekly capacity report the owner uses to plan staffing
Screening questions
Ask these before you book an interview.
- What kind of schedules have you managed, and for how many people?
- Which booking or field service tools have you used?
- Are you comfortable on the phone with U.S. customers?
- This is a full-time role working set hours each business day. Can you commit to that schedule?
Interview questions
- Three technicians, eight jobs, one sick call. How do you rebuild tomorrow's schedule?
- How do you reduce no-shows?
- A customer is angry about a missed appointment. What do you say?
- How do you handle bookings across several time zones?
- Which scheduling rule would you change at your last job, and why?
Hiring tip
Role-play a reschedule call in the interview. Tone on the phone matters more for this role than any tool experience.
Scheduling Coordinator hiring FAQ
What does a Scheduling Coordinator do?
A scheduling coordinator fills calendars efficiently: client appointments, technician routes, interviews, or consults. They keep utilization high and no-shows low, and they make booking easy for customers. Day to day, the role covers work such as: book, confirm, and reschedule appointments by phone, email, SMS, and chat, optimize daily schedules for staff availability, travel, and priority, and send reminders and follow up on no-shows to rebook.
How much does it cost to hire a full-time Scheduling Coordinator from the Philippines?
We place a full-time Scheduling Coordinator from the Philippines for $1,800 a month. Every candidate passes our top 2% vetting, starts within 14 days, and comes with a 1-week trial backed by a replacement or refund. The price is a flat monthly rate for a dedicated full-time hire.
What skills should a Scheduling Coordinator have?
Look for: two or more years scheduling for a clinic, service business, or team, friendly, clear phone manner and written English, excellent at juggling constraints and time zones, and detail-oriented with names, dates, and addresses. Common tools include Calendly or Acuity, ServiceTitan, Jobber, or Housecall Pro, Google Calendar, and RingCentral or Aircall.
What should a Scheduling Coordinator achieve in the first 90 days?
Next-day schedules confirmed by end of each day, no-shows followed up and rebooked within one business day, and A weekly capacity report the owner uses to plan staffing.
Can I copy and edit this Scheduling Coordinator job description?
Yes. Copy it with one click, edit it for your business, and post it anywhere. For a version built from your own task list, open it in our free job description generator, or book a strategy call and we will find the hire for you.
Want us to find your Scheduling Coordinator?
We place a full-time Scheduling Coordinator from the Philippines for $1,800 a month. Every candidate passes our top 2% vetting, starts within 14 days, and comes with a 1-week trial backed by a replacement or refund.