Operations and Scheduling Coordinator

Operations And Scheduling Coordinator

SpinLife, the retail division of Numotion, is the nation's largest direct-to-consumer provider of Durable Medical Equipment (DME), serving aging adults, individuals with disabilities, and pediatric customers with compassion, expertise, and innovation. Our mission is to be the most trusted and forward-thinking leader in mobility solutions, empowering teammates, customers, and communities to move without limits. With a proven e-commerce model and a nationwide network of service technicians, SpinLife delivers more than just productswe provide personalized care and ongoing support. Now, we're expanding into brick-and-mortar retail to bring our trusted brand even closer to the communities we serve.

The Operations & Scheduling Coordinator is responsible for optimizing the daily operations of the retail store by effectively managing technician scheduling, inventory control, and financial processes. This role acts as the central point for coordinating customer appointments and technician assignments, proactively resolving scheduling conflicts and urgent requests to maximize service coverage and operational efficiency. Additionally, this position administers billing and account reconciliation processes using QuickBooks and other systems, supports the General Manager and Account Services Manager with administrative tasks and report preparation, and maintains procedural documentation and training materials. By streamlining operations, enhancing communication, and maintaining compliance, the Operations & Scheduling Coordinator helps deliver exceptional customer service and ensures consistent, high-quality store performance.

Develop, coordinate, and maintain technician schedules to maximize customer service coverage and operational efficiency, proactively resolving conflicts and accommodating urgent requests as needed.

Act as the primary contact for scheduling and facilitating appointments between customers and technicians, ensuring clear and timely communication.

Oversee and manage timecard collection, review, and verification for all technicians, ensuring compliance with company scheduling, attendance, and payroll guidelines.

Track, receive, and organize incoming inventory, including products and parts; maintain accurate inventory counts and timely system updates, and promptly report any discrepancies or shortages to management.

Administer billing, invoicing, account reconciliation, and filing processes utilizing QuickBooks and other relevant systems to support accurate and timely financial operations.

Provide administrative and operational support to the General Manager and Account Services Manager, including preparing reports, maintaining compliance with company policies, and assisting with daily operational tasks.

Document, track, and follow up on operational issues and escalations, ensuring timely resolution and communication with all involved parties.

Coordinate with vendors and suppliers to facilitate timely delivery of products and resolve supply chain issues as they arise.

Maintain and update procedural documentation and training materials related to operations, scheduling, and inventory management.

Support store initiatives related to local marketing, community engagement, and event logistics as needed.

Assist with onboarding and training of new team members in operational processes and compliance standards.

Ensure all store operations adhere to company policies and applicable regulations, maintaining high standards of accuracy, confidentiality, and professionalism.

A minimum of two years' relevant experience in inventory management, accounting, office management or a related field is required; an associate's or bachelor's degree in business administration, or a similar discipline is strongly preferred.

Strong proficiency in billing, invoicing, account reconciliation, and filing processes, preferably with hands-on experience using QuickBooks or similar financial systems to ensure accurate and timely financial operations.

Excellent organizational and administrative skills, with the ability to provide comprehensive support to management, prepare reports, and maintain compliance with company policies and operational procedures.

Proven experience in inventory management, including receiving, tracking, and organizing products and parts, with a demonstrated ability to maintain accurate inventory counts and promptly report discrepancies.

Detail-oriented with experience documenting, tracking, and following up on operational issues and escalations, ensuring timely resolution and effective communication with all stakeholders.

Ability to maintain and update procedural documentation and training materials related to operations, scheduling, and inventory management.

Effective communicator and collaborator, skilled at coordinating with vendors and suppliers to facilitate timely deliveries and resolve supply chain issues.

Exceptional verbal and written communication skills; comfortable presenting to groups and engaging with individuals.

Proactive and self-motivated, capable of working independently and accountable for achieving results.

Collaborative team player, effectively works with service teams, marketing, and corporate partners to achieve shared goals.

Flexible and resilient, able to transition seamlessly between customer service, sales, and community outreach activities.

Familiarity with mobility and accessibility equipment, products, and associated services.

Prioritizes compassion and empathy when interacting with customers, demonstrating genuine care and understanding.

Customer-focused approach, actively listens to customer concerns and delivers tailored solutions to meet their needs.

Entrepreneurial mindset, resourceful, and dedicated to driving the growth and success of the local store.

Commitment to upholding company policies and applicable regulations, with a strong focus on accuracy, confidentiality, and professionalism in all aspects of store operations.

Strong belief in SpinLife's mission to empower independence and mobility, with a genuine passion for making a positive impact.

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

Prolonged periods of working at a desk and / or on a computer

Frequent use of hands, wrists, fingers associated with computer equipment

Occasionally move and reach with arms and hands

Ability to lift move up to 50 pounds.

Ability to work overtime as needed.

At Spinlife, we offer competitive compensation packages, including medical, dental and vision insurance, short-term and long-term disability, a 401k, and life insurance. Spinlife is an equal opportunity employer. We strive for a workplace that reflects the communities we serve and do not tolerate discrimination against our employees, customers, and partners regardless of ethnicity, disability, gender identity, sexual orientation, religion, age, citizenship, marital or veteran status. Spinlife is a drug-free workplace. Candidates are required to pass a drug test before beginning employment.