Field Service Scheduler

Job Summary The Maintenance & Field Service Scheduler is responsible for coordinating, scheduling, and tracking both construction superintendents and maintenance technicians across residential properties.

This role tasks superintendents with construction-related inspections and walkthroughs while scheduling in-house maintenance technicians for service requests and repairs.

In addition to scheduling, the role provides vital administrative support, including following up on open jobs, updating property management and construction systems (AppFolio and JobTread), and handling miscellaneous administrative tasks that keep daily operations running smoothly.

The scheduler also manages new move-in issue reports submitted by residents, ensuring they are quickly addressed and properly documented.

As a central communication hub, the scheduler ensures efficient workflow, timely inspections, clear documentation, and excellent service delivery for residents, property managers, and owners.

Key Responsibilities Scheduling & Coordination Schedule and assign jobs for :

• Vacant unit walkthroughs Move-in and move-out inspections (including 48-hour walkthroughs) Owner- or resident-requested inspections Service requests, new move-in issue reports, and general property visits Task construction superintendents with inspections, project walkthroughs, and construction-related responsibilities.
• Schedule in-house maintenance technicians for service requests, repairs, and maintenance-related tasks.
• Manage and monitor a centralized scheduling calendar for all field staff and property visits.
• Confirm appointments with residents and staff; communicate updates or changes proactively.
• Coordinate with residents to ensure efficient and fully booked daily schedules for both superintendents and technicians.
• Administrative & Systems Support Enter, update, and track work orders, inspections, and visit notes in property management systems (AppFolio, JobTread, Lead Simple, etc.).
• Follow up on open jobs to ensure timely progress; escalate delays and reschedule as needed.
• Perform audits in AppFolio to confirm unit turns are completed, availability dates are accurate, and documentation is current.
• Maintain accurate job records including scope submissions, estimates, budgets, and owner communications.
• Process move-out charges in AppFolio based on Superintendent findings and approvals.
• Prepare and distribute daily / weekly schedules for superintendents, technicians, and managers.
• Support invoice processing, vendor requests, and compliance tracking related to inspections, safety checks, and occupancy requirements.
• Handle miscellaneous administrative tasks to support maintenance and construction operations as needed.
• Document all actions, communications, and updates across scheduling and property management systems.
• Qualifications High school diploma or equivalent required; degree or coursework in Business, Property Management, or related field preferred. 1–3 years of experience in scheduling, maintenance coordination, construction scheduling, or property management support.
• Proficiency with property management and scheduling software (AppFolio, JobTread, Lead Simple, Yardi, etc.) preferred.
• Strong organizational and time management skills with ability to manage multiple priorities in a fast-paced environment.
• Excellent communication and interpersonal skills with a customer service–oriented mindset.
• Proficient in Microsoft Office Suite and / or Google Workspace (Docs, Sheets, Outlook).
• Detail-oriented, proactive, and able to work independently and collaboratively.
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