Scheduling Coordinator

Company Description

Express Deposition Services is a nationwide provider of Court Reporting, Remote Depositions, Trial Technology and Graphics, Exhibit Management, Legal Videography, Interpreting and Translation services, and Document Repository solutions. We are dedicated to delivering professional and reliable services to legal professionals. Our comprehensive offerings are designed to streamline litigation support and enhance case preparation. With a strong focus on quality and efficiency, we pride ourselves on being a trusted partner to legal teams across the United States.

Role Description

This is a full-time remote role for a Scheduling Coordinator with CA reporter connections. The Scheduling Coordinator will manage scheduling for court reporting and deposition services, maintain accurate records, provide administrative assistance, and communicate effectively with clients, court reporters, and other team members. This position will involve utilizing strong organizational and customer service skills to ensure seamless coordination for the company’s services.

Essential functions

1. Receive and enter deposition and service requests from clients by phone, email and online portal, capturing case name, parties, date, time, location and services needed.
2. Assign licensed, certified court reporters, videographers and interpreters to each job based on availability, location, credentials and client preferences.
3. Confirm bookings with clients and assigned professionals, and send calendar confirmations and job details.
4. Manage same-day changes, cancellations, continuances and emergency coverage, finding replacement coverage quickly when needed.
5. Coordinate conference rooms, remote video platforms and technical setup for in-person, hybrid and remote proceedings.
6. Maintain accurate, complete job records in the scheduling and production system so billing and transcript production run on time.
7. Communicate professionally with attorneys, legal staff and court reporters, resolving questions and issues promptly.
8. Handle confidential case information in line with company privacy and security policies.
9. Work in a fast-paced, deadline-driven environment, managing multiple job s and priorities at once.
10. Perform other related duties as assigned.

Qualifications

• Previous experience as a Scheduling Coordinator/Specialist for a California Court Reporting agency is a must.

• Strong Interpersonal Skills and exceptional Communication abilities

• Proficiency in Scheduling, Email, and Phone Etiquette

• Attention to detail and ability to manage multiple priorities

• Proficiency in office productivity software such as RB9, Outlook, and Microsoft Office Suite

• Strong attention to detail and accuracy with numbers.

• Proficiency with Microsoft Office (Word, Excel); experience with scheduling software a plus.

• Clear and professional written and verbal communication skills.

• Ability to manage multiple tasks and deadlines in a fast-paced environment.

• Strong analytical and problem-solving skills.

• Ability to work independently and collaboratively with multiple departments.

• Customer service mindset with professionalism when communicating with clients, court reporters and internal team members.

Proactive, organized, and dedicated to achieving departmental and company objectives.

• High school diploma or equivalent; additional certification in office administration is a plus

Hours: Monday – Friday: 9am-6pm PST. There may be times where after-hours communication with clients/resources may be necessary.

Pay: $60k-$75k depending on experience

Benefits: Medical/Dental/Vision