Service & Project Scheduler

Service & Project Scheduler / Administrative CoordinatorRanch and Coast Security & Fire | San Diego, CALocation: San Diego, CA (On-Site)
Employment Type: Full-Time
Schedule: Monday–Friday, 7:30 AM–4:30 PM
Reports To: Operations Manager

About the Position

Ranch and Coast Security & Fire is looking for a highly organized, dependable, and proactive Service & Project Scheduler / Administrative Coordinator to join our San Diego team. This position plays an important role in keeping our daily operations running efficiently. You'll be responsible for coordinating technician schedules, managing service appointments and project scheduling, communicating with customers, and ensuring our field technician team has the information they need to get the job done. In addition to scheduling, you'll provide administrative support and serve as a backup for key office functions when needed. We're looking for someone who enjoys being organized, communicates well, and can confidently manage competing priorities in a fast-paced environment. The ideal candidate takes ownership of their responsibilities, anticipates problems before they become bigger issues, and is comfortable being a central point of coordination between customers, technicians, and management.

Key Responsibilities:

Service & Project Scheduling (Primary Responsibility)

• Own and manage the daily and weekly schedules for field service technicians and project installation teams.
• Coordinate technician and crew assignments based on availability, skill sets, job requirements, geographic location, and operational priorities.
• Schedule service calls, installations, inspections, and other field appointments, ensuring resources are allocated efficiently.
• Proactively monitor schedules throughout the day and make adjustments when appointments run long, emergencies arise, technicians become unavailable, or projects experience delays.
• Communicate scheduling updates, changes, and priorities to technicians, customers, project managers, and other team members.
• Confirm customer appointments and coordinate access requirements, site contacts, and other necessary scheduling details.
• Track open service calls, outstanding work orders, return visits, and follow-up appointments to help ensure work is completed in a timely manner.
• Coordinate with project managers, service personnel, and other departments to understand upcoming workloads, deadlines, and resource needs.
• Identify scheduling conflicts, potential delays, and gaps in technician utilization, escalating issues when necessary.
• Maintain accurate and up-to-date scheduling information in company systems.

Customer Service & Communication

• Serve as a primary point of contact for incoming customer phone calls, emails, and service requests.
• Schedule appointments, communicate expected timelines, and provide customers with updates regarding their service or project needs.
• Gather relevant information about service issues to help ensure technicians are properly prepared before arriving on-site.
• Handle routine customer questions, scheduling changes, and concerns professionally and efficiently.
• Recognize urgent or time-sensitive service requests and coordinate appropriate escalation.
• Maintain accurate customer contact information, appointment notes, and service records.
• Provide a positive and professional customer experience through clear communication, responsiveness, and follow-through.

Office Administration & Backup Support

• Serve as a backup for essential office administrative functions, including providing coverage during employee absences, vacations, or periods of increased workload.
• Assist with incoming phone calls, general office inquiries, and day-to-day administrative requests.
• Create, update, and maintain work orders, customer records, job documentation, and other information within company systems.
• Assist with invoice preparation, purchase orders, vendor communication, and other administrative processes as needed.
• Help coordinate materials, deliveries, and other logistical requirements in support of field operations.
• Maintain organized electronic records and ensure information is entered accurately and consistently.
• Assist with ordering office supplies and supporting general office operations.
• Work collaboratively with management and other team members to identify and resolve administrative or operational issues.
• Provide additional administrative support as needed to help ensure continuity of daily office operations.

Qualifications Required

• 2+ years of experience in scheduling, dispatching, customer service coordination, or office administration, preferably in a service-oriented business.
• Strong organizational skills with the ability to manage multiple schedules, requests, and competing priorities simultaneously.
• Excellent verbal and written communication skills, including a professional and friendly telephone manner.
• Ability to work independently, take initiative, and follow through on responsibilities with minimal supervision.
• Comfortable working in a fast-paced environment where priorities and schedules can change throughout the day.
• Good judgment, problem-solving skills, and the ability to remain calm and professional under pressure.
• Proficiency with Microsoft Office, including Outlook and Excel, and the ability to learn CRM software systems quickly.
• Dependable attendance and the ability to work on-site during regular business hours.
• A team-oriented attitude and willingness to assist with administrative responsibilities outside of scheduling when needed.

Preferred

• Experience scheduling or dispatching field technicians in the security, fire alarm, low-voltage, electrical, HVAC, construction, or related service industries.
• Familiarity with service management, dispatching, scheduling, and CRM software.
• Experience coordinating multiple technicians or teams across different job sites.
• Familiarity with service work orders, purchase orders, invoicing, or basic field service administration.
• Experience working with commercial customers, contractors, or property managers.

**What Makes Someone Successful in This Role?**We're looking for someone who:

• Takes ownership: Doesn't wait to be reminded to follow up on an open issue or confirm an appointment.
• Stays organized: Can manage a busy schedule, keep track of details, and ensure nothing falls through the cracks.
• Thinks ahead: Anticipates potential scheduling conflicts and takes steps to resolve them before they disrupt operations.
• Communicates clearly: Keeps customers, technicians, and management informed without requiring constant follow-up.
• Adapts quickly: Understands that schedules change and can adjust priorities without becoming overwhelmed.
• Works well with others: Enjoys supporting a team and understands the importance of dependable administrative coverage.

Pay: $20.00 - $23.00 per hour

Expected hours: 40.0 per week

Benefits:

• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Work Location: In person