Scheduling Coordinator - Virtual Company
Louisville, KY 40207
About the Job
Position Overview
We are seeking a detail-oriented and highly organized Scheduling Coordinator to join our team. This role serves as the central point of contact for customers and drivers, ensuring smooth communication and efficient operations. The Scheduling Coordinator also manages administrative tasks, including paperwork, document scanning, billing, and payment collection.
Key Responsibilities
Scheduling and Coordination
- Schedule and organize residential and commercial moves, ensuring seamless logistics for both international and domestic operations.
- Collaborate with the sales team to confirm move details and finalize scheduling arrangements.
- Act as the primary point of contact for customers, addressing inquiries and providing updates throughout the moving process.
- Communicate move schedules and details to drivers, ensuring clarity and adherence to timelines.
Administrative Support
- Manage and organize all necessary paperwork for each move, ensuring accuracy and compliance with company and regulatory standards.
- Scan, file, and maintain electronic records of move-related documents.
Customer Service
- Serve as the liaison between customers and the company, providing excellent customer service to address questions, concerns, and special requests.
- Ensure a positive customer experience by proactively solving problems and maintaining clear, professional communication.
Billing and Payment Processing
- Prepare and send invoices for completed moves in a timely manner.
- Collect and process payments from customers, ensuring proper documentation and receipt issuance.
- Follow up on outstanding payments to ensure accounts are current.
Required Skills and Qualifications
- Proven experience in scheduling, coordination, or administrative roles, preferably in the logistics or moving industry.
- Strong organizational and multitasking abilities with a high attention to detail.
- Excellent verbal and written communication skills.
- Customer-focused with strong problem-solving capabilities.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook) and document management systems.
- Ability to work collaboratively with a team and independently when required.
Preferred Qualifications
- Experience in logistics
- Familiarity with billing and payment processing software.
- Knowledge of transportation regulations and documentation requirements.
Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco’s HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.