Scheduling Coordinator

Job Description

Job Description

Job Summary

Flagger RTM is seeking a highly organized and detail-oriented Scheduling Assistant to support our fast-growing operations team. The ideal candidate will manage workforce scheduling for field-based roles (e.g., flaggers, supervisors), coordinate daily staffing needs, communicate with employees regarding assignments, and ensure smooth operational workflows. This role is essential to maintaining reliable project coverage, supporting compliance requirements, and partnering with operations to keep projects running efficiently and safely.

Key Responsibilities

• Manage daily scheduling: Create, update, and distribute schedules for field employees based on project requirements, availability, and location.
• Coordinate workforce assignments: Communicate job assignments to field staff, confirm attendance, and ensure each project is staffed appropriately and on time.
• Maintain scheduling systems: Update digital scheduling tools (e.g., Google Workspace, scheduling software) with shifts, availability changes, and attendance records.
• Support field operations: Work closely with Operations Managers to forecast staffing needs based on project pipelines, emergency requests, and weather-related impacts.
• Track compliance and certifications: Monitor expirations for OSHA and flagger certifications, ensure employees assigned to projects meet all compliance standards.
• Assist with onboarding coordination: Schedule new hires for orientations, training sessions, and first assignments; support paperwork collection when needed.
• Handle communication with employees: Respond to inquiries about shifts, schedule changes, timekeeping questions, and general communications.
• Prepare reports: Generate weekly and monthly staffing and coverage reports, including attendance trends and scheduling efficiency metrics.
• Support company initiatives: Assist in organizing safety meetings, team events, and communication updates to ensure strong engagement among field teams.
• Maintain confidentiality: Handle employee information and operational data with professionalism and discretion.

Daily/Weekly Workflows

Daily:
• Build and adjust schedules
• Confirm attendance and fill last-minute call-offs
• Communicate assignments to field employees
• Update scheduling software and project trackers
• Respond to employee and operations inquiries

Weekly:
• Meet with Operations Manager to review staffing needs
• Prepare weekly coverage and attendance reports
• Assist with timekeeping review for payroll submissions

Monthly:
• Analyze scheduling metrics (e.g., coverage rates, call-off trends)
• Audit employee availability and documentation
• Propose improvements to streamline workflow
• Update leadership on staffing/scheduling efficiency

Required Qualifications

• 1–2 years of experience in scheduling, dispatching, administrative support, or similar operational roles (construction, logistics, or field services preferred).
• Strong organizational and time-management skills with the ability to multitask in a fast-paced environment.
• Excellent communication and interpersonal skills across diverse teams, including bilingual field staff.
• Proficiency with Microsoft Office (especially Excel) and scheduling or communication tools (e.g., Google Workspace, scheduling apps).
• Valid driver’s license and reliable transportation (occasional site visits may be required).
• Ability to stay calm and solutions-focused when handling last-minute changes or high-volume scheduling needs.
• Detail-oriented with strong problem-solving skills.

Preferred Skills

• Experience in traffic control, construction, or other safety-sensitive industries.
• Knowledge of compliance requirements (e.g., OSHA 10/30, flagger certifications).
• Bilingual English/Spanish to support our multicultural workforce.
• Familiarity with timekeeping or payroll systems (e.g., ADP).