Scheduling Coordinator

Job Title: Scheduling Coordinator

Department: Admin

Reports To: May

Job Summary:
The Scheduling Coordinator is responsible for communicating client metrics, providing visibility across the organization, optimizing productivity, and reducing operational risks. This role requires excellent organization, communication, and problem-solving skills to ensure seamless scheduling and reporting.

Key Responsibilities

-Client Metrics & Reporting:

• • Share mid-day emails with client metrics, attendance, and related updates.

  • Provide weekly and monthly client summary reports.

-Problem-Solving & Analysis:

• • Research, analyze, and resolve recurring issues while identifying improvement opportunities.

  • Monitor clients' accounts periodically using a detailed checklist.

-Collaboration & Growth:

• • Engage with teammates through virtual tools (e.g., Google Meet, Slack) to foster a culture of collaboration.

  • Maintain an open mindset for learning and growth.

-Scheduling & Reporting:

• • Manage scheduling, timesheets, and reporting processes effectively.

Required Qualifications

• Previous customer service experience.

• Fluency in English with excellent written and verbal communication skills.

• Strong ability to actively listen, build rapport, and foster trust with teammates.

• Proficient in computer usage for data entry and quick navigation through systems.

• Proven ability to maintain confidentiality and handle sensitive information.

Preferred Qualifications

• Experience with various CRM systems.

• Proficiency in Google Workspace

Key Competencies (soft and technical skills)

-Soft Skills

1. Organization & Time Management

   • Ability to prioritize tasks and manage multiple schedules effectively.

   • Strong attention to detail to ensure scheduling accuracy.

2. Communication Skills

   • Clear and concise verbal and written communication.

   • Active listening to address team needs and resolve scheduling issues.

3. Problem-Solving & Conflict Resolution

   • Analytical thinking to address scheduling conflicts and recurring issues.

   • Calm demeanor under pressure, with creative solutions for challenges.

4. Interpersonal Skills

   • Empathy and understanding to accommodate diverse scheduling needs.

   • Ability to build positive relationships with employees, clients, and stakeholders.

5. Adaptability & Flexibility

   • Comfortable with last-minute changes and dynamic scheduling adjustments.

6. Decision-Making Skills

   • Confidence in making quick and efficient scheduling decisions.

-Technical Skills

1. Scheduling Software Proficiency

   • Familiarity with tools like Google Calendar, Microsoft Excel, or workforce management systems (e.g., When I Work).

2. Data Entry & Record-Keeping

   • Accurate input and maintenance of schedules, attendance, and employee records.

3. Excel & Reporting

   • Ability to create and manage reports for schedules and productivity tracking.

4. Metrics Monitoring

   • Track metrics such as shift coverage, overtime, and time-off requests to optimize scheduling efficiency.

Physical Requirements/Work Environment

• A laptop or desktop computer running Windows 10 or later.

• Reliable high-speed internet connection with at least:

*30 Mbps download speed

*5 Mbps upload speed (testable via speedtest.net).

• Backup internet connection is required.

• A dedicated work area free from distractions and background noise

Salary Range: Will be disclosed in the job offer.