Scheduling Coordinator / Administrator

Job Summary We are seeking an energetic and highly organized Scheduling Coordinator / Administrator to join our dynamic team. In this vital role, you will manage appointment scheduling, coordinate administrative tasks, and ensure smooth office operations. Your proactive approach and excellent communication skills will help streamline processes, support team efficiency, and deliver exceptional customer service. This position offers a rewarding opportunity for individuals who thrive in fast-paced environments and excel at multitasking, organization, and office management. Responsibilities Manage and maintain appointment schedules using calendar management tools to ensure optimal time utilization. Coordinate with clients, team members, and vendors via multi-line phone systems, email, and in-person communication to confirm appointments and relay important information. Handle front desk duties including greeting visitors, answering inquiries, and providing outstanding customer support with professional phone etiquette. Perform data entry and maintain accurate records using Microsoft Office, Google Workspace, and other office software. Oversee filing systems, document proofreading, and ensure all administrative paperwork is complete and organized efficiently. Assist with bookkeeping tasks using QuickBooks or similar accounting software to support billing and invoicing processes. Support office management activities such as supply inventory, calendar management for staff schedules, and general clerical duties to enhance daily operations. Qualifications Proven experience in office administration, clerical work, or related roles with strong organizational skills. Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Google Workspace (Gmail, Calendar), and computer literacy. Excellent typing speed and data entry skills with attention to detail for proofreading documents. Experience with multi-line phone systems and handling high-volume calls while maintaining professionalism. Bilingual abilities are a plus to effectively serve diverse clients and team members. Knowledge of bookkeeping software such as QuickBooks is preferred; familiarity with office management practices is essential. Strong time management skills with the ability to prioritize tasks efficiently in a fast-paced environment. Previous personal assistant or administrative support experience is advantageous but not required; a positive attitude and eagerness to learn are essential. Join us as a Scheduling Coordinator / Administrator to be a key player in fostering an organized, efficient workplace where your skills make a real difference!