Schedule Coordinator

Job Description: 

Draft estimates (service reports) for work orders, typically assigned by the Maintenance & Turn teams.

Field and process work orders according to their maintenance priority level and status. 

Obtain approval when necessary, and coordinate with owners directly. 

Directly contact and schedule service appointments with tenants, HOAs, and other parties.

Ensure all field maintenance technicians have a full day of work scheduled in the field service app, the night before services. 

Efficiently schedule, and plot service appointments and driving routes. 

Effectively communicate directly with technicians on work orders, service appointments, driving routes, field issues, access details, completion notes, and invoices. 

Respond directly to inquiries from owners, tenants, HOAs, and other customers regarding work orders, access, and services. 

Review the technician’s work order line items, service appointments, and notes to ensure proper follow-up and invoicing.

Order parts, materials, and appliances for technicians, and management when necessary. 

Process all invoices to accounting to ensure true and accurate revenue. 

Requirements: 

Proficient in speaking and writing conversational English.

High level of communication skills, clear and legible on all platforms.

High level of customer service skills.

High level of attention to detail.

High level of personal organization and time management.

Provide clear and legible communications on all platforms.

Must be able to work at a fast pace, volume and pace are very high compared to other operational teams.

Must be flexible and adaptable to change.

Ability to work with a very tight-knit team.

Willingness to accept constructive criticism and help others when needed.

Communicate openly and honestly to colleagues and team lead. 

Scope of Support

Reports directly to Schedule Coordinator Team Lead

Must strictly follow and meet Home Services SLA’s

Estimate (service report) generation

Point of approval for services

Service appointment scheduling

Direct owner, resident, and 3rd party coordination 

Field and support all technician needs both in and out of the field

Report issues in real-time via real-time reports 

Review and invoice true and accurate amounts

About Poplar Homes

"Poplar Homes is a national technology-enabled property management company that empowers property owners and residents throughout their lifetime real estate journey. With remote staffing and a proprietary full-stack platform, Poplar offers zero-fuss leasing, managing, and maintenance services to over 15,000 doors across 17 states and 25 major markets. For renters entering the market, Poplar rebalances the power dynamic and makes it easy to get approved, view available properties, and rent a home online. For property owners, Poplar Homes makes maintaining a rental home as easy as managing a stock portfolio online. Poplar’s coast-to-coast expansion brings national tools to local teams, empowering investors to manage and monetize residential rental property across disparate locations while increasing efficiencies by 5x and saving thousands in operating costs."