Client Services Specialist (Scheduler)

About the role

ARCXIS (Houston, Texas) is the largest provider of inspection, design, engineering, and quality assurance services for the U.S. residential construction industry. The company brings together hundreds of years of expertise under a single brand serving builders in over half of the continental United States, and includes ABCO Construction Services, LLC (Centennial, Colorado) and structural engineering firm United Structural Consultants (Houston, Texas).

The Client Services Specialist acts as a communication point between New Home Builders and field personnel. The role involves determining daily routes for field inspectors based on clients' build cycles and closing lists, prioritizing daily assignments, and adapting to unexpected field changes with minimal supervision.

Responsibilities

• Analyze and monitor information from client operation software daily
• Answer company-wide incoming calls and emails (high call volume – multiple phone lines)
• Effectively schedule visits while following procedure
• Monitor client construction schedules regularly (daily, weekly, or monthly depending on client) to schedule data collection visits for every home
• Proactively communicate with clients and coworkers regarding any issues with a home to discover opportunities and maximize customer service
• Reach out to clients to confirm correct dates for inspections and other needed information
• Confirm all visits for a particular day are assigned appropriately based on geography and evenly distributed workload
• Track information relating to field inspections and any issues that arise
• Help management stay in touch with builders regarding missing and/or needed information (accounting, contracts, etc.)
• Other duties as assigned

Requirements

• High School Diploma or GED
• Minimum of three (3) years general office experience
• Minimum of two (2) years direct experience in planning and prioritizing daily schedules (or similar work)
• Proven experience in data entry
• Above-average typing skills (50–60 WPM)
• Professional written and verbal communication skills, both internal and external
• Above-average knowledge of word processing tools, CRMs, and spreadsheets such as MS Office, Word, Excel
• Knowledge of Salesforce is a plus
• General construction knowledge a plus

Qualifications

• Ability to perform data entry in multiple forms of software
• Ability to manage over 700 transactions a day, split between the scheduling team
• Ability to think quickly for real-time problem solving
• Excellent customer service skills via phone and email
• Excellent attention to detail
• Accountability – demonstrates responsibility and urgency for completing tasks; works independently with little to no supervision
• Time Management – ability to manage and prioritize multiple projects and deadlines
• Communication – excellent written and verbal skills, ability to uphold great rapport with internal and external customers, escalates issues appropriately and professionally
• Teamwork – works well with others, offers assistance, and collaborates
• Flexibility – ability to work around unexpected changes, open to new and alternate ideas, remains efficient and professional under pressure

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Vision insurance