Elivate Booking Coordinator
Booking Coordinator Job Description
August 2024
Half-time contractor position, primarily remote but may require spending some time with the team in N. Lake Tahoe occasionally.
––––––––––––––––––––––––––––––––
RESPONSIBILITIES THAT PLAY TO YOUR STRENGTHS
You will be the first point of contact and Elivate “face” that a new customer interacts with, so your love of organization and process improvement will be key to your success in this role. Your organizational skills and customer service expertise will be essential in delivering top-notch service and maintaining positive relationships with our team, our clients, and our partners.
Successful booking across up to 10 delivery locations & Elivate teams: Manage and oversee all booking requests across up to 10 delivery channels/locations per day and for all Elivate providers.
Scheduling software expert: You will be the Elivate expert on our booking & scheduling software and will answer internal questions to help others follow best practices in using it.
Prospect & customer communications: Serve as the primary point of contact for clients regarding bookings. You will ensure that we have done our best to meet the client’s preferred schedule and you will ensure all bookings are confirmed, reminders sent, and client medical forms completed online before each appointment daily. You will troubleshoot and add a personal touch to the automated booking system, and professionally communicate and and address any concerns or issues with both management and customers.
Provider liaison: Communicate with all service providers to confirm their availability, remind them of coverage requirements they must meet, and finalize their available coverage hours each week. You will build and maintain strong provider relationships, and you will be responsible for keeping in close touch with the Elivate Provider Patrol team to make sure that the software system used for customer booking/scheduling reflects provider availability.
Distribute daily schedule: For each of the up to 10 delivery teams, you will provide their daily schedule (including both providers and operations staff) and their pre-booked appointments. You will be the point of contact for troubleshooting from provider to customer no-shows.
Weekly reconciliation: Based on your central role in booking, you will reconcile the bookings and payments that have been recorded in the Maintain accurate records of all booking activities, including contracts, invoices, and correspondence. Prepare and distribute booking confirmations and other relevant documentation.
Problem Resolution: Address and resolve any issues or discrepancies that may arise every day related to bookings or schedules. Work proactively to find solutions and mitigate potential issues or dissatisfaction.
Reporting & process improvement: Generate and review reports on booking activities, including performance metrics and client feedback. Provide insights and recommendations for process improvements.
––––––––––––––––––––––––––––––––
EXPERIENCE THAT WILL SET YOU UP FOR SUCCESS
Minimum 2 years of experience in a booking or coordination role in any industry
Demonstrated exceptional customer service and problem-solving skills.
Strong organizational and multitasking skills with excellent attention to detail. Proficient in software/tools and interested in learning new software
Outstanding verbal and written communication skills. Ability to interact effectively with clients, providers, management, and team members.
Demonstrated ability to handle challenges and make quick decisions in a fast-paced environment.
––––––––––––––––––––––––––––––––
WHO YOU ARE
Flexible: At our stage of growth, everything we do is a learning experience and we rarely have certainty. You need to be comfortable with things changing as we learn, often hourly. You have the ability to work in a fast-paced environment with lots of ambiguity.
Dedicated: Willing to do what it takes to get things done, especially in a fast-paced, uncertain start-up environment. to work occasional evenings or weekends, as needed.Outgoing and flexible.
Capable: The ideal candidates for this role are “dealers”. If you see someone that needs help, you jump in. If you see something that could be better, you fix it.
Reliable: You do what you say, you often underpromise and overdeliver. You get tasks and projects done, often before when you committed to.
Able to complete projects promptly,
Organized: You need to be overly detail-oriented, organized, and diligent.
Supportive: You are a central force in the organization, you help others understand what they need to do and how they are contributing. You’re a champion that others want to follow.
Stable: You are often the voice of reason both at work and with friends. you can calm people down, to not over-react, and to help others focus on the solution vs. the problem.
Data-driven: You can track, measure, and report on results to provide actionable insights from data
Compelling: We are dynamic, loud, and expressive. You need to be someone who can hang, who’s magnetic and fun to be around.
TO APPLY, EMAIL INFO@GETELIVATED.COM:
Your resume
A quick note (no need for a cover letter) about why you’re interested in the role and why you’re a good fit.