Scheduling Coordinator

Backroads•Salt Lake, UT

8d•Hybrid

About The Position

The Scheduling Coordinator plays a key role in bringing Backroads trips to life by coordinating the Field Staff and equipment needed to operate them successfully. The role builds and maintains schedules while balancing trip needs, operational logistics, Field Staff experience and preferences, and established scheduling guidelines. It requires anticipating needs, responding to changes, and solving complex logistical challenges in a fast-paced, evolving environment. This highly collaborative position works with teams across Backroads to align priorities, troubleshoot scheduling challenges, and communicate changes clearly and thoughtfully. The Scheduling Coordinator uses sound judgment and attention to detail to navigate competing needs and time-sensitive situations, while considering how scheduling decisions affect the broader operation. The role also supports a positive Field Staff experience through kind, transparent, and consistent communication, helping staff understand changes and feel supported.

Requirements

Strong organizational, analytical, and problem-solving skills, with exceptional attention to detail.
Ability to prioritize effectively and manage multiple responsibilities in a fast-paced environment with frequently changing needs.
Sound judgment and resourcefulness, with the ability to work independently and collaborate effectively across teams.
Excellent written and verbal communication skills in English, including the ability to communicate clearly, directly, and empathetically during difficult or disappointing conversations.
A calm, adaptable, and solutions-oriented approach to time-sensitive challenges.
Ability to handle sensitive employee and performance information with discretion and professionalism.
Proficiency with Microsoft Office, particularly Excel and Word, and ability to quickly learn new systems and tools.

Nice To Haves

Backroads Field Staff experience.
Experience in scheduling and logistics or another complex operational environment.

Responsibilities

Build, maintain, and audit equipment schedules to support efficient operations and an exceptional guest experience.
Schedule van and trailer loads, drives, unloads, and end-of-season maintenance to move equipment efficiently.
Track unit consolidations and moves, ensuring newly moved units align with their new schedules and accounting for newly added trips.
Partner with Operations Managers on equipment needs, schedule changes, consolidations, and other logistical considerations.
Serve as the primary Scheduling contact for Operations, providing logistics support and clear, timely communication.
Partner with the Scheduling team to build, maintain, and audit Field Staff schedules, balancing business needs with established guidelines and staff preferences.
Assign Field Staff to trips and other scheduled work, including drives, FAMs, travel, and training, taking into account carryover, language skills, experience, availability, preferences, and scheduled activities.
Partner with Regional Managers to review regional schedules, identify needs, and make thoughtful scheduling decisions.
Monitor and adjust schedules in response to enrollment changes, trip cancellations or additions, equipment changes, Field Staff availability, and other evolving needs, following established guidelines and parameters.
Respond to Field Staff scheduling questions with clarity, kindness, empathy, and transparency.
Communicate schedule changes to Field Staff through internal systems and email, ensuring Field Staff and office teams have accurate, timely information.