Institute for Building Technology and Safety

  • Scheduling Specialist - Disaster Recovery Program

    Posted Date 6 months ago(7/12/2018 12:03 PM)
    Job ID
    # of Openings
    Job Locations
    Disaster Recovery
  • Responsibilities

    The Scheduling Specialist will perform various clerical and administrative tasks to support the IBTS offices and disaster recovery activities.  In order to be successful, this individual will work diligently to maintain accurate and effective schedules of work for all field and office personnel. This individual must be reliable and hardworking with great communications skills; able to handle a heavy work load while maintaining accuracy and meeting deadlines.

    • Provide excellent customer service to homeowners, clients, and IBTS staff when assigning and updating them on scheduling.
    • Schedule and optimize jobsite inspections.
    • Triage all inspections status in Inspection Scheduling Tool and Customer Database.
    • Demonstrate ability to prioritize scheduling backorders in addition to resolving customer issues.
    • Reassign work as needed to manage customer's expectations making judgments based on current workloads and priorities.
    • Provide administrative support in fast-paced scheduling environment for incoming projects.
    • Provide a high level of office support to the field inspectors (lead & assistants).
    • Prepare status reports for the Inspection Team Manager and others, as needed.
    • Pull inspection reports as requested.
    • Distribute inspections to field inspectors.
    • Input/Correct estimated hours to complete inspections during the scheduling process.
    • Assign task in customer database for estimators and field inspectors.
    • Work within designated IBTS and Client databases.
    • Provide accurate and complete data input in detail of upcoming projects, being detail oriented is a must.
    • Place call to customers when required details are missing.
    • Open, sort, read, and prioritize incoming emails.
    • Prepare job folders to include work orders, job plans and maps.
    • File and scan completed projects.
    • Utilize planning board / Gantt or similar.
    • Review and clear multiple reports weekly.
    • Procure outside resources if required.
    • Perform other duties as assigned.


    To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.



    • High school diploma or equivalent.
    • Proven working experience as a Scheduler for 2+ years.
    • 1 year experience performing data entry.
    • Proficiency in working within Microsoft Excel.
    • Working knowledge of Microsoft Word.


    • Must be comfortable and able to work efficiently in a fast-paced environment.
    • Must be able to handle a high-volume workload with strong attention to detail and high level of accuracy.
    • Must be flexible and able to work with frequent interruptions and changes in priorities.
    • Must possess strong oral and written communication skills among team members and customers.
    • Must be a team player who eagerly supports other members of the team with a positive team spirit and attitude.
    • Experience working directly with field teams is preferred
    • Experience coordinating projects is a plus

    Language Skills: 

    • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
    • Ability to write routine reports and correspondence.
    • Ability to speak effectively before groups of customers or employees of organization.
    • Bi-lingual in English and Spanish preferred.

    Special Requirements: 

    • Must consent to and pass criminal records background check.

    Physical Demands

    The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

    • Overtime may be required to meet project deadlines
    • The employee must occasionally lift and/or move up to 10 pounds.


    Bring your passion, expertise, and experience to IBTS, where we appreciate and are committed to our employees. We offer outstanding benefits, growth opportunities and work hard to maintain a culture that values our employees. 


    The Institute for Building Technology and Safety (IBTS) is a 501(c) (3) non-profit organization that was established to provide unbiased professional building code compliance services, while enhancing the communities in which we work. At IBTS, our mission is to deliver quality services to meet the challenges of governance at all levels while enhancing public safety, economic development, and the general welfare of the community. Our services include Building and Community Development, Energy and Sustainability Services, Disaster Planning and Recovery, Quality Assurance, as well as Compliance and Risk Monitoring.


    IBTS is headquartered in Ashburn, VA, with additional offices in Louisiana, Missouri, New York, Oklahoma, Texas and Washington, DC.


    We are committed to building a community of experts with diverse backgrounds, disciplines, and perspectives who are passionate about our mission. IBTS is proud to be an Equal Opportunity and Affirmative Action Employer that is committed to hiring a diverse and talented workforce.


    Explore the opportunities!


    Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
    Share on your newsfeed

    Need help finding the right job?

    We can recommend jobs specifically for you! Click here to get started.