Scheduling Coordinator

Job Summary

The Scheduling Coordinator provides dedicated support to inspection scheduling, communicating with Commercial HVAC Installation Managers and tracking inspection activities. The role follows up with required repeat inspections, compliance documentation, and verification of closeout completion. The Scheduling Coordinator demonstrates BGIS values in communication with clients and other team members and promotes awareness of safe work practices.

Scheduling Activities

• Serve as primary point of contact for Commercial HVAC inspection related activities throughout the permit life cycle.
• Communicate frequently with municipalities, contractors, project managers, and internal stakeholders to ensure timely approvals and permit closures.
• Cook up as required for repeat inspections, providing detailed information to field support team and managers.
• Alert appropriate managers of any failed inspections.
• Aid with permit tracking, document collection, and municipal follow-up.
• Increase knowledge of specific considerations for various geographic areas including applicable federal, state, and local laws, codes, ordinances, and regulations and map learnings for future reference.
• Complete data entry and system updates to reflect status of multiple inspection scheduling tasks.
• Provide updates and reports on a regular basis, tracking average timelines for completion.
• Ensure all work is completed with health, safety, and environmental protocols and regulations in mind.
• Review overall inspection scheduling process and provide recommendations for continuous improvement and streamlining of workflow.
• Support designated permit application tasks during times of high business needs and permit volume to help maintain service levels and support operational growth.
• Contribute to the completion of other key initiatives as assigned.

Required Education, Knowledge, And Abilities

• High school diploma or equivalent.
• Minimum of 1.5 years' experience with inspections, construction administration, project coordination, facilities management, permitting or a related field.
• Experience working with municipalities, authorities having jurisdiction, contractors, and project teams.
• Ability to take initiative and proactively reach out to multiple contacts required in the inspection process.
• Strong verbal and written communication and interpersonal skills with a professional approach.
• Teamwork approach to completing complex tasks.
• Demonstrated organization, planning, time management, and documentation skills to multi-task handle multiple priorities.
• Problem-solving aptitude to gather and review applicable data and work to acceptable conclusions.
• Establish and maintain effective working relationships with team members, various internal department contacts, external resources, and clients.
• Proficiency in Microsoft applications including Excel, Outlook, Teams, Word, and PowerPoint.
• Knowledge of commercial construction, HVAC, electrical, or facilities-related inspections and permitting processes preferred.
• Experience supporting multiple states a plus.

Physical Demands and Work Environment

• To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions, absent undue hardship.
• Cognitive skills required to work in a fast-paced environment include ability to maintain focus, communicate clearly and concisely, respond quickly to requests, follow established processes, and ability to complete tasks within targeted time frame.
• Ability and willingness to travel.
• Current valid driver’s license and ability to provide personal transportation for meetings and job visits away from the office with reimbursement.