Scheduling Coordinator Jobs

About The Position

Requirements

• Bachelor's degree in a related field and at least one year of related experience; alternatively, two years of related experience and/or training, or an equivalent combination of education and experience.
• Ability to write reports, business correspondence, and standard operating procedures, and to present information and respond to questions from clients, peers, and technical field staff.
• Ability to define problems, collect data, establish facts, draw valid conclusions, interpret varied instructions, and handle abstract and concrete variables.
• Professional discretion and clear internal and external communication skills.
• Proficiency using a computer, word-processing software, spreadsheet software, and project-management software.
• Time-management, active-listening, critical-thinking, problem-solving, oral-communication, and written-communication skills.
• Ability to work independently and as part of a team, maintain alertness and work safely, work successfully from a remote location, and meet the physical demands of the job.
• Must have a cell phone and provide personal internet service.
• Must be able to meet the physical demands described for the role, including occasional lifting or moving of up to 10 pounds.
• Overtime may be required with prior authorization from a supervisor.

Responsibilities

• Provide administrative support to field and operations teams from project initiation through close-out.
• Document and report project expectations and requirements, including through participation in internal and external calls.
• Maintain scheduling and accounting data, including schedule entries, qualifications, client due-date changes, reviewer updates, project details, confirmations, and Project Work Plan releases.
• Maintain field resource licenses and qualifications in scheduling databases.
• Use company and external databases to track and report project metrics and verify building types, square footage, data gaps, and time-credit discrepancies.
• Process Client Supplied Materials by identifying and organizing valid documents, as-builts, and prior reports, and ensure field staff receive applicable documents before onsite work.
• Plan and implement resource allocations based on project scope, capacity, qualifications, expertise, productivity, and travel considerations.
• Schedule projects considering travel efficiencies, locations, project type, client due dates, turnaround time, onsite and writing time, production dates, flex capacity, and department productivity.
• Negotiate fees with flex capacity to optimize project financial performance.
• Initiate and communicate purchase orders.
• Update scheduling databases and maintain knowledge of full-time, part-time, and subcontractor availability.
• Coordinate onsite schedules across divisions and provide consolidated communication to clients.
• Assemble and distribute onsite assessment documents, including Project Work Plans, maps, Client Supplied Materials, and prior reports.
• Resolve issues involving points of contact, site access, site information, report deliverables, and project resources; proactively identify and promptly resolve scheduling conflicts.
• Track project-specific background-check requirements and clearance completions.
• Identify shadowing and mock-writing opportunities for new hires and training needs.
• Develop resource plans for projects and programs to maximize profitability and success, accounting for scope complexity, qualifications, travel, productivity, and capacity.
• Analyze and deploy the resource pool to execute multiple projects simultaneously and cost-effectively.
• Manage internal and external field resources through a web-based project management system, including availability, geographic location, qualifications, skillsets, and compensation within program guidelines.
• Evaluate field capacity against forecast resource needs and communicate staffing requirements and operational capacity to stakeholders, including leadership and Sales.
• Act as liaison among operational leadership, project resources, clients, and client representatives.
• Work across divisions to identify qualified, cost-effective resources and future cross-resourcing opportunities.
• Determine alternative resourcing solutions when travel costs exceed budget, including internal full-time staff, per-project staff, desktop resources, and external subcontractors.
• Analyze datasets to assess project and program progress, delivery schedules, and potential challenges, and develop and implement timely solutions.
• Participate in and facilitate project and program setup, client kickoff meetings, and internal kickoff meetings.
• Design, implement, and/or execute operational and organizational initiatives.
• Protect confidential company information and provide timely, proactive customer service.
• Follow applicable policies, standard operating procedures, work instructions, quality standards, and strategic initiatives.
• Maintain a safe and clean work area and comply with procedures, rules, and regulations.
• Demonstrate the company's guiding principles in support of its strategic goals.

Benefits

• Medical, dental, and vision coverage, with eligibility starting on the first day of employment.
• Company-matched retirement plan.
• Paid time off and company holidays.
• Life insurance and accidental death and dismemberment coverage.
• Short-term and long-term disability coverage.
• Optional life and pet insurance.
• Employee assistance program and Total Wellbeing Lifestyle Programs.
• Tuition assistance and/or professional development.
• Employee discounts.
• Hourly pay range of $24–$28.