JOB DESCRIPTION – SCHEDULER

Position Title: Scheduler Part-Time
Department: Operations
Reports To: Operations Manager / CEO

POSITION OVERVIEW

The Scheduler plays a critical role in ensuring smooth operations by matching qualified notaries with client orders, monitoring deadlines, and handling time-sensitive communications with precision. You will be the link between clients and notaries, making sure every signing is confirmed, every instruction is followed, and every deadline is met.
This is a fast-paced, detail-oriented role where urgency, accuracy, and clear communication are non-negotiable.

QUALIFICATIONS

• Strong organizational skills and the ability to manage multiple priorities under tight deadlines.
• Excellent written and verbal communication skills.
• Tech-savvy: comfortable working with scheduling portals, CRMs, email, and Microsoft Office/Google Workspace.
• Ability to remain calm, professional, and solutions-focused in high-pressure situations.
• Experience in scheduling, operations, customer service, or real estate/escrow is a plus.
• Reliable workspace (quiet, distraction-free, no pets or people in the room during work).
• Must be available to work 1 AM – 6 PM EST

SKILLS & EXPERIENCE

• Strong organizational and time-management skills; ability to juggle multiple urgent tasks.
• Excellent written and verbal communication skills — professional, clear, and client-focused.
• Tech-savvy: comfortable working with scheduling portals, shared inboxes, CRMs, Microsoft Office/Google Workspace.
• Quick learner with strong problem-solving ability.
• Previous experience in scheduling, customer service, real estate, or high-volume operations is a plus.

• Receive and process new signing orders quickly and accurately.
• Prioritize tasks based on urgency (e.g., last-minute cancellations vs. next-day updates).
• Assign vetted notaries to client orders using our scheduling systems and portals.
• Communicate with notaries to confirm availability, scanbacks, shipping instructions, and client-specific requirements.
• Provide timely updates to clients regarding order status, delays, or issues.
• Troubleshoot problems (e.g., notary cancellations, signer issues, tech difficulties in RON sessions) and escalate when necessary.
• Maintain accurate documentation of all assignments, communications, and changes.
• Follow SOPs consistently while exercising sound judgment in unexpected scenarios.
• Represent Notary Capitol’s core values in every client and notary interaction.