Scheduling Associate

Scheduling Associate

Description

We are looking for a highly organized and detail-oriented Scheduling Associate to support a field data collection program by coordinating appointments, participant outreach, property/location validation, and daily planning for collection teams. This role is responsible for building executable schedules that allow field teams to visit homes and approved locations where video and data collection activities are required to complete specific program buckets.

This is a high-volume, detail-intensive coordination role. In a typical week, the team confirms approximately 100 to 140 appointments across up to 8 field teams in 3 regions, aligning each session with current program goals while respecting operational constraints such as distance limits, mileage requirements, routing efficiency, and proximity between consecutive appointments. The Scheduling Associate must be able to review available properties and locations, compare them against program requirements, evaluate distance and feasibility, and then build a schedule that allows the collections team to complete the planned field visits effectively.

Scheduling is asynchronous and requires strong follow-up skills. The person in this role will manage several open outreach threads at the same time, contact property owners or participants to confirm that the team can visit, ensure they will be available to receive the field team, track responses, and quickly re-source alternatives when availability changes. The ideal candidate thrives in a fast-changing environment, communicates clearly, is highly organized, and takes pride in turning shifting requirements into a clean, accurate, and executable daily schedule.

Key Job Responsibilities

• Build and maintain daily and weekly appointment schedules for multiple field collection teams across several regions, using Salesforce and Excel to track properties, appointments, participant information, and schedule updates.
• Review current program goals and collection requirements to determine the type, timing, and location of visits needed each day, including daytime, evening, mixed, and overnight schedules.
• Review pools of available homes, properties, and approved locations where the collections team can obtain the required videos or data needed to complete specific program buckets.
• Compare program requirements against the available property/location list, evaluating variables such as distance, mileage limits, routing feasibility, prior participation, availability, and operational requirements before confirming a visit.
• Create schedules that allow field teams to complete collection visits efficiently while respecting route constraints, distance limits, mileage criteria, and any other program-specific restrictions.
• Contact property owners, participants, or site contacts to confirm appointments, ensure they are aware of the visit, and verify that they will be available to receive the collections team.
• Manage participant and property outreach proactively, including sending invitations, tracking responses, following up on pending confirmations, and sourcing qualified replacements when owners decline, do not respond, or no longer meet program criteria.
• Validate candidate locations before scheduling, ensuring that each property or site meets program needs, safety considerations, accessibility requirements, and any relevant operational criteria.
• Prepare notes for each confirmed visit, including location details, access considerations, participant/property owner information, special instructions, weather considerations, and any changes that may impact the field team.
• Participate in daily team meetings to review confirmed schedules, call-outs, pending confirmations, location notes, risks, and upcoming changes.
• Coordinate location-specific requirements such as permits, property access instructions, or other documentation when applicable.
• Communicate schedule changes proactively to internal stakeholders and field teams, escalating risks when appointments, routes, participant availability, or location requirements may affect planned collections.
• Support schedule adjustments as priorities shift, including reworking routes, replacing locations, or updating appointments based on program needs and field team availability.

A Day in the Life

You start the day by reviewing the confirmed schedule, pending appointments, and any overnight updates. In a short team meeting, you walk through the day’s plan, identify call-outs or risks, and review participant notes, property access details, weather considerations, and any route changes that could impact the collection teams.

From there, you work through the available pool of homes, properties, and locations, comparing each option against the program’s collection requirements. You review which bucket needs to be completed, identify the type of videos or data required, check whether each property meets the criteria, and evaluate distances to determine whether the collections team can visit the location within the required mileage and routing limits.

Throughout the day, you proactively contact property owners and participants to confirm appointments, verify that they will be available to receive the team, and update the schedule as responses come in. Because availability can change quickly, you continuously monitor open outreach, replace declined or unconfirmed visits, and adjust the schedule so the field team can complete their assigned collection visits efficiently.

By the end of the day, you have helped turn a complex pool of requirements, properties, participants, distances, and scheduling constraints into a clear and executable plan for the collections team.

About the Team

The Field Data Collection Operations team plans and executes field sessions that support a large, fast-moving research and testing program. The scheduling function partners closely with regional field teams to keep sessions on schedule, aligned to program goals, and within operational constraints. The team values ownership, accuracy, proactive communication, and the ability to solve operational challenges in real time.

Basic Qualifications

• 1+ years of experience in scheduling, coordination, dispatch, staffing, appointment setting, back-office operations, call center back office, administrative support, or a similar operational role.
• Experience coordinating appointments, managing calendars, organizing routes, or supporting field teams across multiple locations.
• Strong written and verbal English communication skills for daily coordination with field teams, property owners, participants, and stakeholders across different time zones.
• Ability to proactively contact participants, property owners, or site contacts to confirm appointments and ensure readiness for scheduled visits.
• Strong attention to detail and ability to validate information accurately before confirming appointments or assigning locations to field teams.
• Ability to manage multiple concurrent tasks, open follow-ups, changing priorities, and schedule adjustments in a fast-paced environment.
• Basic proficiency in Microsoft Excel, including the ability to update trackers, review lists, filter information, and manage scheduling data.
• Experience using Salesforce or a comparable CRM/scheduling platform is highly preferred.
• Ability to work flexible schedules, as shifts may change frequently based on business needs. Schedules may include standard daytime hours, afternoon shifts, mixed schedules, or night coverage up to approximately 10:00 p.m.
• Availability to start ASAP.

Preferred Qualifications

• Previous experience as an Administrative Assistant, Scheduling Coordinator, Back Office Agent, Operations Assistant, Dispatch Coordinator, or similar role.
• Experience supporting field operations, collections teams, logistics teams, or appointment-based services.
• Familiarity with route planning, distance validation, mileage limits, or scheduling based on geographic constraints.
• Experience working with property lists, participant databases, CRM records, or operational trackers.
• Intermediate Excel skills, including formulas, filters, lookups, and structured data review.
• Experience handling participant, customer, vendor, or property owner information with confidentiality and accuracy.
• Ability to work independently while maintaining clear communication with internal teams.
• Passport and U.S. visa are preferred, but not required.

Ideal Profile

The ideal candidate is organized, proactive, and comfortable working in a back-office environment where accuracy and follow-up are critical. This person enjoys coordinating moving pieces, reviewing lists, checking details, confirming availability, and making sure field teams have everything they need before arriving on site.

This role is a strong fit for someone with experience in administrative support, call center back office, scheduling, dispatch, or operations coordination who is looking to grow into a more analytical and operational scheduling role. The right candidate should be comfortable using Salesforce and Excel, communicating in English, managing flexible schedules, and adapting quickly when priorities or working hours change.