QuickStaff
Scheduling Coordinator
Warren, Pennsylvania•Full-time
$15+ hourly
$15+ hourly
About the Job
Now Hiring: Operations Scheduling Coordinator.
What You’ll Be Doing:
- Scheduling & Workforce Coordination.
- Schedule and record employee vacations, training, sick leave, and other absences in accordance with applicable labor agreements.
- Coordinate and issue scheduling memos for maintenance substitutes covering vacations, training, medical examinations, absences, and special projects.
- Arrange shift coverage for supervisory vacations and assist with scheduling coverage when the primary scheduler is unavailable.
- Maintain vacation schedules for operations foremen and shift supervisors.
- Add new operational units to the scheduling system as needed.
- Work directly with operations foremen and provide support to operations supervisors.
- Timekeeping, Attendance & Reporting.
- Track employee and substitute attendance and maintain accurate records for reporting purposes.
- Review employee job cards and timecards after supervisory approval and ensure they are ready for payroll submission by the Monday 3:00 PM deadline.
- Oversee the Operations Scheduler, including approving timecards and time-off requests.
- Prepare and distribute weekly overtime reports by Wednesday of the following week.
- Work with the Assistant Maintenance Manager to prepare staffing availability lists as needed.
- Records, Documentation & Administrative Support.
- Maintain employee and maintenance substitute files for a minimum of three years.
- Complete daily filing and maintain accurate scheduling documentation.
- Prepare paperwork for job rates and new general ledger numbers.
- Schedule employees for medical testing and distribute the required paperwork.
- Keep policy and procedure books updated as new information becomes available.
- Maintain and follow established scheduling processes and systems.
- Ensure scheduling activities comply with applicable labor agreements.
- Take on special projects and additional administrative duties as assigned.
What Makes You a Great Fit?
- We’re looking for someone who is dependable, organized, and comfortable balancing multiple priorities in a busy environment.
- You’ll bring:
- Proficiency with computers and common office software.
- Strong organizational skills and attention to detail.
- Good written and verbal communication skills.
- The ability to work professionally with operations and maintenance supervisors, plant personnel, and office staff.
- The ability to work independently while keeping others informed and coordinating work effectively.
- A team-first attitude and a commitment to producing accurate, quality work within established deadlines, with or without direct supervision.
Education & Experience:
Required:
- High school diploma or equivalent.
- Clerical or administrative experience.
Preferred:
- Five or more years of clerical experience in a refinery or similar industrial environment.
- Experience with employee scheduling, timekeeping, payroll documentation, attendance tracking, or workforce coordination is a plus.
Programs & Equipment:
- Experience with or the ability to learn office and scheduling tools, including:
- Microsoft Word and Excel
- Scheduling and time-off systems
- Lotus-based software
- Computers, printers, telephones, and adding machines
Work Environment & Physical Requirements:
- Office-based work environment.
- Ability to sit for extended periods and stand as needed for filing and other office tasks.
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.
Attendance & Professional Expectations:
- Regular and punctual attendance is required.
- All employees are expected to:
- Produce accurate, quality work within established deadlines.
- Communicate professionally with coworkers, customers, and suppliers.