Scheduling Coordinator/Receptionist

G M Business Interiors is southern California’s premier dealer for Miller Knoll furniture. We specialize in office furniture planning, specification, procurement, project management, delivery, installation, reconfiguration, and complete asset management.

With our history dating back to 1944, G M’s success continues because of our team of dedicated and professional employees, who embrace passion for excellent furniture design, operational proficiency and most importantly, delighted customers!

ROLE SUMMARY

The Scheduling Coordinator / Receptionist will support an assigned G M location with general scheduling duties for deliveries and installations, and greet and assist visitors, along with maintaining the showroom.

This position includes clerical and administrative responsibilities to help ensure the smooth function of daily operations in the Client Services department.

The ability to multi-task and provide excellent service to ensure client happiness is key in this role.

COMPENSATION

The starting pay range for this position is $21 to $23 per hour. Paid time off, health insurance benefits, and a 401(k) plan are also available for eligible team members.

JOB DUTIES

• Ensure all general deliveries are delivered or scheduled within 3 days of receipt or list a reason it cannot be delivered in the smart delivery system.
• Communicate with clients via e-mail and telephone to confirm delivery dates and times.
• Understand the order requirements by reading scope and checking labor budget, quantity of Installers required and skill level needs.
• Maintain accurate call reporting for all standard order deliveries to ensure standards are met.
• Prepare call lists for prescheduling deliveries.
• Track, monitor and coordinate planned orders.
• Take calls from trucking companies for Direct / No GM Install" orders to act as liaison between carrier and customer.
• Coordinate and schedule pick up of orders from manufacturers that require will call.
• Assist the Service department to schedule service / warranty & punch list requests.
• Coordinate with installation managers to ensure jobs are on track, adjusting crews as necessary.
• Monitor and verify on-time delivery of orders through Teletrac system.
• Participate in daily synergy meetings; be prepared to brief details on standard orders.
• Build daily schedule utilizing Elev8 and Smart Delivery software.
• Request Proofs of Delivery (PODs) per the next day installation schedule.
• Monitor asset inventory reports to ensure orders are closed out.
• Maintain accurate / current records for badging and other certifications for installers in schedule.
• Greet and assist showroom visitors, respond to inquiries, and demonstrate product features.
• Maintain appearance of the showroom to ensure proper furniture placement, signage, cleanliness, technology performance, and report any issues to Supervisor.
• Process the closing of standard orders; follow up with clients as needed to obtain signatures.
• Download and add various documents into Doctray.
• Conduct biweekly inventory of office supplies.

QUALIFICATIONS

• High School Diploma and valid CA Driver License.
• At least 2 years of previous experience in a customer service focused, administrative role.
• Positive, self-motivated attitude with the ability to learn quickly.
• Excellent customer service and communication skills (verbal and written).
• Strong organization time management, and multi-tasking skills.
• Ability to prioritize, meet deadlines, and thrive in a fast-paced environment.
• Careful attention to detail and accuracy.
• Good analytical, research, and problem-solving skills.
• Proficient in Microsoft Office applications and database management.
• Ability to sit, stand, walk, bend, and lift up to 20 lbs.

This job description provides information about the general nature and level of work performed by team members assigned to this position.

It is not an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. A team member may be required to perform duties outside of normal responsibilities from time to time, and at any time, as needed.

G M Business Interiors is an equal opportunity employer.