Client Services Specialist (Scheduler)

About the Company

ARCXIS (Houston, Texas) is the largest provider of inspection, design, engineering, and quality assurance services for the U.S. residential construction industry. Formerly known as DPIS Builder Services, Ei Companies, Post-Tension Solutions, Ensign Building Solutions Home Energy Division, and Building Energy, ARCXIS brings together hundreds of years of expertise and experience under a single brand serving builders in over half of the states spanning the continental United States. The ARCXIS group of companies also includes ABCO Construction Services, LLC (Centennial, Colorado) and structural engineering firm United Structural Consultants (Houston, Texas), servicing the multi-family, multi-use, and commercial sectors of the construction industry. ARCXIS is majority-owned by Saw Mill Capital, LLC (Briarcliff Manor, New York).

About the Role

The Client Services Specialist will act as a communication point between New Home Builders and field personnel. The ideal candidate will determine daily routes for field inspectors based on clients' build cycles and closing lists. The central scheduler must prioritize daily assignments, adapt to unexpected field changes, and take appropriate action with little supervision.

Responsibilities

• Analyze and monitor information from the operation software of the client(s) 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 in the schedule.
• Proactively communicate with clients and coworkers regarding any issues with a home to discover opportunities and maximize customer service experience.
• Reach out to clients to confirm the correct date 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 of general office experience.
• Minimum of two (2) years of 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 is a plus.

Skills

• 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 on your feet for real-time solutions to problems.
• Excellent customer service skills via phone and email.
• Excellent attention to detail is a must.
• Accountability: Demonstrates a sense of 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 both 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, and remain 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