Scheduler Job Description: Top Duties and Requirements

A Scheduler, or Coordinator, is responsible for managing schedules and appointments. They ensure all parties involved know about the latest updates and agree to the terms. Schedulers need to consider the subject of the appointment to determine how long the appointment should last. Their duties include scheduling appointments, managing calls, and prioritizing while balancing tasks and meetings.

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Scheduler duties and responsibilities

Schedulers need to fulfill multiple duties. Some of their responsibilities include:

  • Answering phone calls and emails, and conducting in-person visits
  • Making phone calls and sending emails reminding people of appointments
  • Scheduling appointments in a database
  • Communicating with professionals about appointment availability
  • Performing billing duties
  • Resolving scheduling conflicts
  • Managing internal staff schedules and accommodating special requests
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Scheduler Job Description Examples:


Example 1

St. Norbert Personal Care Home is a 91 bed facility that is looking for an experienced staff scheduling clerk. The position is a permanent full-time position with hours Monday to Friday. Main include: · Maintaining schedules [website] master rotation) in accordance with collective agreement requirements and departmental · Calls and schedules staff for replacement of leaves of absence and schedules adjustments. · Maintains current seniority lists. · Formats, prints and posts staff schedules. · Compiles and posts assignment sheets. · Works collaboratively with managers on scheduling issues. · Maintains employee files · Schedule family visits Job Types: Full-time, Permanent Benefits: * Extended health care Schedule: * Day shift Work remotely: * No

Example 2

Paramount Services is looking to hire a Service Call Scheduler who will be responsible for scheduling the duties of the service technicians to maximize productivity while assuring prompt and effective service to customers in an organized manner. Essential Functions: Prioritize incoming service calls and coordinate the dispatch of technicians. Stay in touch with service technicians to schedule inspections, service work, and follow-up work. Dispatches out our technicians for service calls such as for refrigeration and building maintenance calls that we received. Follows up and schedules preventative maintenance service appointments. Responsible for maintaining a high level of professionalism with clients and working to establish a positive rapport with every caller. Identifies customers’ needs, clarifies information, researches every issue, and provides solutions and/or alternatives to achieve satisfaction. Conducts follow-up calls with customers to track and ensure projects are completed satisfactorily. Reviews service work orders for accuracy and follow-up. Handles customer complaints, provides appropriate solutions and alternatives within the time limits; follows up to ensure resolution. Follows communication procedures, guidelines, and policies. Assists with administrative projects as needed. Requirements: Experience working in an office setting is an asset. Problem-solving and conflict resolution skills. Excellent communication skills. Must be and have the ability to adapt/respond to different types of characters throughout the day. Ability to multi-task, prioritize, and manage time efficiently in a fast-paced environment. Knowledge in Microsoft Outlook, Word, and Excel is an asset. Education: At a minimum High School Diploma or equivalent. Experience: Minimum 2 years experience in a dynamic work environment. About Paramount Services: Paramount Service Ltd. began as Paramount Restaurant Service Ltd. over 25 years ago. Since then, the company has evolved into a full-service equipment supply and facility maintenance company based from Winnipeg, Manitoba. Our presence is focused in South West Ontario & North West Ontario, Manitoba and Saskatchewan but we have strong partnerships spanning across Canada. As part of our full-service commitment throughout the country, we employ refrigeration, HVAC, plumbing and electrical journeymen, handymen, general labourers and we have over 600 subcontractors at our disposal. Our customer relationships are based on our performance and built on trust. As a result, our customers ask us if we can do more, and we do. From general contracting to minor service calls, landscape and parking lot maintenance, to hot and cold beverage services, equipment sales to preventative maintenance – we do it all.

Example 3

*JOB Description* *JOB TITLE: Machine Scheduler* *Reports TO: Operations Manager* *JOB Function: * In support of the Mission and Vision of Sybridge Technologies Inc., the* _Machine Scheduler _*is responsible for supporting all members of the team, including: machine leaders; mold makers; designers/surfacers; setup and other departments in the machining process. Reporting to the *_Operations Manager_*, the* _Machine Scheduler_* ensures the team meets or exceeds all goals and objectives required to meet internal and external (customer) deadlines for the Sybridge Team. *Duties AND Responsibilities* *On a daily basis: * * On a daily basis, oversee the daily machine schedule and related duties as follows. * Utilize the scheduling software (Job Pack) to determine machine and time requirements * At each job kick-off, review the e list sheet for: size, components & part overview to set a tentative schedule in job pack including machine allocation and time per piece requirements * At file kick-off re-assess each job file and finalize machine and final time estimates for each piece and input into Job Pack. Release schedule to the floor. * Track the job or job pieces through the operation. Include at least twice daily walk-around. * Raise timing concerns to the team, usually done at daily meetings with the Mold Making and Machining teams * Participate in various meetings: * Build plans - looking for manufacturing improvements * Internal Prel. Meeting - capture manufacturing improvements before file released * Yellow status - update of schedule * Milestone meeting - update of schedule * E.C. breakdown - kick-off the job and decide on machine process and schedule input into Job Pack * Department support * Engineering: Daily support on machine questions * PM: advise on job tracking, schedule and capacity issues. Support estimating related questions for es * Mold Making: advise on machine capability and job tracking * Purchasing: advise on machine outsource hours estimate & timing requirements. Flag and advise on outsource requirements based on capacity in house. * Machine Dept: share machine strategies, improvements and problem solve with operators and machine leaders (usually done during walk around). Also, is a backup for machine leader/manager (eg. Vacations, absenteeism and weekends). * Setup Group: Ensure timing for files ready to meet machine timing. Advise machine related setup issues. * Ensures all team members adhere to all Sybridge standards * Continuously strives to create and maintain a positive work environment which encourages open communication by all team members * Encourages and supports continuous improvement initiatives * Communicates department status, issues or concerns to Senior Leadership when warranted *Major Challenges: * * Fluctuating workload & adhering to the schedule *Decision-making**authority: * * Responsible for deciding on scheduling and machine manufacturing process * Other duties as assigned when required for this position *JOB *Education* * Minimal of High School Diploma. * Knowledge of Catia V5 preferred *Experience / Knowledge* * Mold Making and/or Machining experience is an asset. * Product Engineering and/or tool design knowledge * Supervisory or management experience preferred * Strong attention to detail and analytical skills * Strong leadership, interpersonal, communication and relationship building skills * Proficient in time management, written and verbal communication skills * Excellent organizational and planning skills * Ability to perform under pressure and work independently * Ability to prioritize tasks and meet tight deadlines as required * Computer proficient in Microsoft Office such Excel * Knowledge of Job Pack scheduling software an asset _In accordance with Accessibility for Ontarians with Disabilities Act (AODA), [phone number]and the Ontario Human Rights Code, and the Equal Employment Opportunity Employment Commission, SyBridge Technologies Inc. will provide accommodations throughout the recruitment selection and/or assessment process to applicants with disabilities. If selected to participate in the recruitment, selection and/or assessment process, please inform SyBridge Technologies Inc. Human Resources staff of the nature of the that you may require in respect of any materials or processes used to ensure your accommodation and inclusion._ Job Type: Full-time Benefits: * Company events * Dental care * Disability insurance * Life insurance * On-site parking * RRSP match * Tuition reimbursement * Vision care Schedule: * 10 hour shift * 8 hour shift * Monday to Friday Experience: * Mold Making and/or Machining: 1 year (preferred) Work remotely: * No

What does a Scheduler do?

Schedulers work to create appointments between clients and professionals, including Business Executives, Doctors, Hairdressers, and Massage Therapists, among others. Anyone who has to deal with a lot of meetings or who provides a specialized service may have a Scheduler helping them manage their appointments. In some cases, Schedulers work internally to organize schedules for an entire organization.

Additionally, a Scheduler organizes necessary travel arrangements and handles rescheduling as needed. Most of the time, a Scheduler spends their days on the phone or at the computer managing schedules and taking calls from people trying to make appointments. Schedulers have to work on the computer and talk on the phone simultaneously.

Scheduler skills and qualifications

To be an effective Scheduler, a person needs to have several skills and qualifications. Some of the most important skills to have for the job include:

  • Written and oral communication
  • Active listening and being open to making accommodations
  • Ability to work within a scheduling database
  • Organization and logistics
  • Attention to detail
  • Problem-solving and multitasking
  • Data entry/typing skills

Scheduler experience requirements

The experience requirements for a Scheduler largely depend on the position and the industry. Some positions with smaller companies don’t require experience and can be filled by entry-level candidates. Larger companies with more schedules to manage should seek candidates with at least one year of prior scheduling experience. Receptionists, Executive Assistants, and Office Administrators have enough relevant experience to work as a Scheduler.

Scheduler education and training requirements

When reviewing resumes for a Scheduler, look for candidates with a high school diploma or GED or higher certification. Candidates with an associate or bachelor’s degree in business administration or a related field are preferable. New hires will need some on-the-job training to become familiar with your company’s specific scheduling software. Candidates should have proven organizational and communication skills.

Scheduler salary expectations

According to Indeed Salaries, the average pay for a Scheduler in Canada is $21.40 per hour. While this is the national average, wages can vary based on the employee’s previous experience, the industry, office location, and the hiring company.

Job description samples for similar positions

If the Scheduler position isn’t quite what you’re looking for, related job descriptions include:

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Scheduler job description FAQs

Can a Scheduler's job be automated?

Many jobs are becoming more automated, but Schedulers will always be needed to manage scheduling software. Automated scheduling programs are incapable of making special accommodations for people and have limited problem-solving capabilities. With an actual Scheduler to talk to, anyone looking to make an appointment receives much faster, more personalized service. Humans are able to come up with creative solutions in a way an automated system cannot.

Do Schedulers solely work with clients and people they meet?

Most Scheduler jobs involve making appointments with service professionals like doctors or business executives. In some cases, however, Schedulers are used to managing appointments within the same company. Their job then requires even more logistics and considerations of special circumstances, as they have to keep the entire staff base happy and ensure that the company continues working to the highest standards. For example, Schedulers working for a rail network need to ensure hundreds of internal employees have the correct schedules so the trains run on schedule for the public.

Does industry knowledge help?

Yes, basic industry knowledge is vital for Schedulers. It helps them determine how long an appointment will take so they can manage the day accordingly. For example, a Scheduler for a Dentist’s office knows the difference between how much time to book for a cleaning vs. a wisdom tooth extraction. Industry knowledge also helps Schedulers answer customer questions they will inevitably receive while taking calls.

Can a Scheduler work from home?

It is possible for Schedulers to work from home. Most of their duties and responsibilities can be fulfilled remotely, as they spend much of their time on the phone. The specific requirements and remote working flexibility depend on the needs of the individual employer, but a Scheduler’s core duties are achievable from a home office. Some Schedulers work completely remotely. They’re often self-employed and called Virtual Schedulers, but perform the same tasks as a Scheduler. They can work full-time for one employer, or manage multiple clients part-time.

Job Description Examples

Need help writing a job description for a specific role? Use these job description examples to create your next great job posting. Or if you’re ready to hire, post your job on Indeed.

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