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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.

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Apply for Scheduling Coordinator at QuickStaff