About Cal Boat Services
Cal Boat Services, Inc. provides recurring underwater boat-maintenance services to boat owners throughout the Los Angeles marina market. Our services include hull cleaning, anode (zinc) replacement, propeller services, and other in-water maintenance.
We are looking for a highly organized, detail-oriented Scheduling & Work Order Coordinator to manage the weekly preparation and release of work to our field-service teams.
This is much more than a basic scheduling position. The Scheduling Coordinator is a key quality-control position responsible for making sure every boat is assigned the correct services, location, diver, materials, anodes, and special instructions before a work order is released.
What You Will Do
You will manage the weekly scheduling and work-order preparation process, including:
- Review computer-generated and manually created work orders for the upcoming service week.
- Review each boat individually before releasing work.
- Verify customer and boat status.
- Confirm marina, dock, and slip information.
- Verify the appropriate diver assignment.
- Identify missing, inactive, or incorrect diver assignments.
- Review account holds, payment holds, customer-contact issues, and other exceptions.
- Review recurring service requirements and prior service history.
- Review diver recommendations for anode/zinc replacement.
- Verify system-generated anode replacement requirements.
- Confirm the correct type and quantity of anodes for each boat.
- Verify required customer authorization or prepayment before releasing applicable work.
- Identify anodes that require immediate replacement versus replacement during the next regular service.
- Review special-service requests and make sure instructions are complete and understandable.
- Identify duplicate work orders, conflicting information, incorrect routes, location changes, and other scheduling problems.
- Coordinate unresolved customer issues with Customer Service.
- Prepare and release final work orders to the field-service team.
- Organize work by diver, marina, dock, and slip for efficient field execution.
- Prepare anode and material requirements for each week's work.
- Reconcile scheduled materials to the applicable boats and work orders.
- Maintain accurate records of schedule changes and exceptions.
- Perform final quality-control checks before work is released.
Weekly Operating Responsibilities
Our scheduling process operates on a disciplined weekly cycle. Meeting these deadlines is an important part of the position.
Systems and Technology
Cal Boat Services currently operates using a generic applicationand is transitioning to a customized, marine-service management platform whose workflows were designed by Cal Boat Services.
During the transition, this position will work with:
- Field service software applications
- Microsoft Excel
- Google Sheets
- PDF work-order documents
- Company reports and electronic workpapers
Many of today's manual reconciliation procedures will become automated as the new system is fully implemented. The person in this role must understand both the process and the reason behind each control rather than simply following software steps.
What We Are Looking For
A strong candidate will have:
- Exceptional attention to detail.
- Strong organizational skills.
- Ability to manage a recurring weekly deadline-driven workflow.
- Strong computer and data-entry skills.
- Good working knowledge of Microsoft Excel.
- Ability to compare reports and identify discrepancies.
- Ability to review large amounts of detailed information without losing accuracy.
- Ability to recognize exceptions and investigate the cause rather than simply process what appears on the screen.
- Ability to document decisions and maintain an audit trail.
- Ability to communicate clearly with Customer Service, management, billing staff, and field-service personnel.
- Ability to learn new software quickly.
- Comfort working in an environment where software and business processes are being improved and automated.
Preferred Experience
Experience in one or more of the following is helpful:
- Field-service scheduling
- Dispatch or route coordination
- Service-company operations
- Work-order administration
- Fleet or marine operations
- Inventory/material coordination
- CRM or field-service management software
- Service Fusion or similar software
- Advanced Excel reporting or reconciliation
Marine or boating experience is helpful but not required. We can teach the marine terminology and our operating procedures. Accuracy, judgment, organization, and the ability to learn are more important.
What Success Looks Like
The objective is simple: when a work order reaches the diver, it should be ready to perform.
Successful performance means:
- Correct boat.
- Correct marina, dock, and slip.
- Correct diver.
- Correct services.
- Correct anodes and materials.
- Correct customer approvals.
- Clear instructions.
- No unresolved holds.
- No duplicate or conflicting work.
- Complete and accurate weekly work packages delivered on time.
Our target is 100% work-order completeness and accuracy before release.
Training
Cal Boat Services provides training on our business processes, marine-service terminology, Service Fusion procedures, and the HullWorx platform.
We are looking for someone who wants to learn the operation thoroughly and become an important part of a growing marine-services company.
To Apply
Please submit your resume and a brief explanation of why your experience makes you a good fit for a detail-intensive scheduling and operations position.
Pay: $18.00 - $20.00 per hour
Education:
Experience:
- general business: 2 years (Preferred)
Work Location: In person
