Sample Appointment Coordinator Job Description

While most employers use the same basic template for their job descriptions, each position is different and requires different qualifications. This appointment coordinator job description sample can be used as a guide to help you get started writing an effective job description for your position.

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We are a growing, dynamic and innovative company that is looking for an appointment coordinator to join our team. Our office in the heart of downtown Chicago has been serving clients since 2005 with over 100 employees who have worked together on projects from start-ups through large corporations. The position will be responsible for providing administrative support services including scheduling appointments, meeting schedules, billing and payroll processing. This role requires excellent communication skills as well strong organizational skills; ability to work independently while maintaining confidentiality.


The appointment coordinator will be responsible for coordinating and scheduling appointments with the office. This includes providing information to appointment managers, staffing agents and other departments in order to ensure that appointments are completed on time and within budgeted schedules. In addition, this position is also responsible for maintaining accurate records of all appointments made by employees at each location. As an appointment coordinator, you must have experience working as a part-time or full-time employee (up to 20 hours per week).

Detailed job duties include:

  • Coordinate and coordinate appointments with staff, including scheduling appointments for the day.
  • Assign appointment dates to employees as needed by coordinating work schedules.
  • Conduct meetings between office personnel (staff) in order to ensure that all appointments are completed on time and within budget guidelines.
  • Review appointments and prioritization of services provided at each location.
  • Provider support during scheduled appointments through phone calls, emails, etc.
  • Maintain accurate records regarding appointments received from clients via email or telephone.
  • Perform other duties as assigned.


  • Bachelor's degree in business administration, accounting or related field
  • Minimum of 5 years experience as a professional appointment coordinator is preferred; prior work experience with payroll systems is required and/or equivalent combination of education and training may be considered for this position
  • Experience working on multiple projects simultaneously
  • Ability to communicate effectively both verbally and written
  • Strong organizational skills including the ability to maintain confidentiality
  • Must have excellent interpersonal skills
  • Able to read, write and speak English fluently
  • Strong communication skills
  • Proficient computer skills (Word, Excel)


  • Medical, dental and vision insurance
  • Paid time off (PTO) 401(k)
  • Employee stock purchase plan with company matching programs
  • Life insurance
  • Retirement saving plans
  • Health insurance
  • Flexible spending accounts
  • Vacation pay
  • Holiday pay for employees who are eligible to participate in the company's short-term disability insurance plan
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