Scheduling Coordinator

Terra Energy is seeking a highly organized and detail-oriented Scheduling Coordinator to support the efficient execution of solar installation, service, and maintenance operations. This role is responsible for coordinating schedules, managing calendars, optimizing technician and crew assignments, and ensuring clear communication between customers, field teams, and internal departments.

The ideal candidate thrives in a fast-paced environment, possesses strong multitasking abilities, and is passionate about delivering an exceptional customer experience while helping drive operational efficiency.

Key Responsibilities

Scheduling & Coordination

• Schedule and coordinate solar installations, service calls, inspections, site assessments, and maintenance appointments.
• Optimize daily and weekly schedules for field technicians, installation crews, and subcontractors.
• Monitor scheduling changes and proactively adjust assignments to maximize productivity and minimize downtime.
• Coordinate appointment confirmations and rescheduling requests with customers.
• Maintain accurate scheduling records and ensure all appointments are properly documented.

Customer Communication

• Serve as a primary point of contact regarding appointment scheduling and updates.
• Communicate scheduling details, arrival windows, and project timelines to customers.
• Address scheduling concerns professionally and escalate issues when necessary.
• Ensure customers receive timely updates regarding delays, cancellations, or schedule changes.

Operational Support

• Collaborate with Project Management, Service, Monitoring, and Installation teams to align schedules with project requirements.
• Verify permit approvals, equipment availability, and project readiness before scheduling work.
• Track technician availability, PTO, training schedules, and workload distribution.
• Assist in coordinating emergency service requests and priority dispatches.

Data Management & Reporting

• Maintain scheduling systems, CRM platforms, and operational databases.
• Generate scheduling reports and operational metrics as needed.
• Monitor appointment completion rates and identify opportunities for process improvements.
• Ensure accurate documentation of customer interactions and scheduling activities.

Continuous Improvement

• Identify scheduling bottlenecks and recommend process enhancements.
• Support the development of standard operating procedures (SOPs) related to scheduling and dispatch operations.
• Contribute to improving overall customer satisfaction and operational efficiency.

Qualifications Required

• High school diploma or equivalent; Associate's or Bachelor's degree preferred.
• 2+ years of scheduling, dispatching, customer service, operations coordination, or administrative support experience.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite, Google Workspace, and scheduling software.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and problem-solving.
• Experience in solar energy, construction, field services, utilities, or home services industries.
• Experience using CRM systems such as Salesforce, HubSpot, ServiceTitan, Jobber, or similar platforms.
• Knowledge of dispatching and field service coordination.
• Bilingual (English/Spanish) is a plus.