MPE Scheduling Assistant

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ABOUT MISSION POSSIBLE
Mission Possible is a non-profit organization located in Vancouver’s Downtown Eastside. Mission Possible Maintenance is a full-service exterior property cleaning social enterprise that provides high calibre services while supporting and employing individuals challenged by homelessness, poverty, addiction, mental illness, and other barriers to employment to achieve a renewed sense of dignity and purpose. Partnered with our Employment Readiness Program, we equip our program participants with the skills, confidence, and support they need to rejoin the workforce and rebuild a self-sustaining livelihood for themselves.

Tenacious. Empowering. Supportive. Humble. Compassionate. These are Mission Possible’s core values, and we’re looking for someone who also holds these values to join our incredible team as our Scheduling Assistant.
 
ABOUT THE JOB 
 
Position type: Permanent; Part-Time (20 hours per week) 
 
Compensation: $22.50-$23.50/hour, commensurate upon skills & experience
 
Key Benefits:
  • Vacation pay
  • Organization-paid life and extended health benefits after 90 days
  • RRSP matching after 90 days
  • Professional development opportunities
Requirements:
  • Willing to complete a Background Check
  • Legally allowed to work in BC
Job Summary: 
The Scheduling Assistant will be responsible for coordinating and managing daily schedules, ensuring optimal resource allocation and efficient workflow. This role requires strong communication skills, the ability to prioritize tasks, and a proactive approach to problem-solving. The ideal candidate will have experience with scheduling software and a commitment to maintaining accuracy and timeliness in all scheduling activities.
 
Working Conditions:
The Scheduling Assistant will work in an indoor office setting and report to the Business Development Director (BDD). This role is team-based and will work alongside the MP Enterprise team, CMS Admin team, and other departments.
 
Duties and Responsibilities:
  • Service scheduling
    • schedules new one-off work orders & approved service agreements
    • maintains an accurate, up-to-date Jobber schedule with available time-slots
    • ensures accurate & detailed instructions on all work orders
    • helps Coordinators with service route creation & implementation
    • notifies clients of upcoming services on an as needed basis
  • Capacity planning
    • engages regular schedule capacity reviews, and predicts major changes
    • assists the Leadership Team & AOC in forecasting staffing needs to meet workload
  • Attainment auditing
    • creates attainment reports for the Opportunities & Leadership teams
    • conducts regular “late visit” audits in Jobber, ensuring the # stays > 10 (KPI)
    • follows up with Coordinators for any and all missed services that require rescheduling
    • notifies AOC if any missed services require discounting
    • deletes missed visits that cannot be rescheduled and maintains visit history in the notes
    • audits work-completed on “Action Required” jobs & closes jobs after completion
  • Tracking client feedback & satisfaction
    • periodically engages client satisfaction conversations & tracks feedback
    • documents any and all client complaints and shares it with DOO
    • assists in quality control conversations & client followup after implementing solutions
    • collects & sends before & after photos of work completed (as-needed)
  • Administrative
    • audits & tracks time-spent on-site (as-needed) to assist the AOC in financial analysis
    • provides as-needed administrative support to the team
    • onboards staff in Jobber, walking them through app navigation & standard procedure
    • notifies AOC each time a new recurring contract is approved or terminated
    • coordinates solutions to site-access restrictions with clients
ABOUT YOU
 
Our ideal candidate has:
  • A passion for empowering people with an empathetic and supportive attitude
  • Ability to demonstrate excellent work habits
    • Attendance
    • Positive Attitude
    • Teamwork
  • Ability to deliver quality and efficient work
  • Excellent written and oral communication skills
  • Great communication and conflict resolution skills
  • Work well independently and as a team member
  • Knowledge of barriers impacting people in the Downtown Eastside
     
Education and Experience:
  • Computer skills: Proficiency in using scheduling software, spreadsheets, and other relevant tools.
  • Scheduling experience an asset
  • Attention to detail: Accuracy in scheduling and record-keeping.
  • Strong organizational skills: ability to manage multiple tasks and prioritize effectively
  • Ease with learning new software
  • Customer service experience an asset
  • Problem-solving skills: Ability to identify and resolve scheduling conflicts and other issues.
If you feel you're a good fit for this role, please send your cover letter and resume to jobs@mission-possible.ca with "Application for Scheduling Assistant" as the subject line. While we appreciate all interested candidates, only those we wish to screen and interview will be contacted. We will be interviewing candidates on a rolling basis until we find the right fit, so we encourage you to get your application in as soon as possible. 

Thank you for your interest!

*We value, support, and thrive in a diverse and inclusive workplace. Those with diverse abilities are encouraged to apply. If you require specific accommodations during the application process, please include “with accommodations” in the subject line of your email and specify the specific accommodations in your email body.