Project Management Scheduling Lead

The Project Management (PM) Scheduling Lead oversees projects schedules, coordinates with other departments to ensure efficient operations, resource optimization, and timely delivery of projects.

The PM Scheduling Lead supports workload and capacity balancing across operations to ensure project timelines are met, resources are used effectively, and project-related tasks are assigned, monitored, and adjusted as priorities change.

This role also supports project management department capacity forecasting, resource alignment, workflow efficiency, and project continuity to reduce delays, minimize unnecessary handoffs, and improve overall delivery quality

WHAT WE DO

VIVA Railings designs and manufactures architectural metal and glass railing systems for commercial construction across the U.S. Our Operations and Inventory departments play a critical role in supporting production, ensuring materials are accurately stocked, tracked, and delivered to the shop at the right time.

ROLES AND RESPONSIBILITIES

Projects Resource Utilization & Capacity Planning

• Developing and implementing a consolidated schedule review that reflects operations capabilities and business objectives.
• Coordinating with departments such as sales, design & engineering, supply chain, and installation to ensure smooth operations.
• Analyzing project specifications, resource availability, and operations factors to optimize scheduling.
• Monitoring projects progress, identifying potential conflicts or disruptions, and implementing contingency plans.
• Leading cross-functional meetings to resolve scheduling conflicts and review performance.
• Conducting scenario planning and “what-if” analyses to anticipate site delays, capacity constraints or other risks.
• Maintaining accurate records of scheduling activities, changes, and outcomes
• Training and supporting team members on improved scheduling procedures & practices.

Cross-Functional Coordination

• Participate in project kickoff meetings and collaborate with Design, Engineering, Supply Chain and Installation teams to understand priorities, timelines, dependencies, resource requirements, and task duration including queue time.
• Communicate workload constraints, capacity risks, queue time, and scheduling recommendations to support project planning and prioritization.
• Align project management schedules with design, fabrication, procurement, installation, and project execution milestones.
• Provide proactive schedule updates, escalate potential delays or resource issues, and align with stakeholders on reprioritization when needed.
• Track backlog, overdue tasks, schedule adherence, resource utilization, and projected workload demand.
• Generate weekly and monthly reports on workload distribution, capacity, projected demand, and department performance.
• Identify scheduling risks and conflicts early, communicate impacts to stakeholders, and support timely mitigation planning.

PM Scheduling

• Works with the PMs to ensure projects are set to execute successfully.
• Monitor workloads, resource utilization, and assignment balance to support effective use of team capacity.
• Maintains visibility into active, upcoming, and at-risk project management tasks.
• Tracks project schedules adjustments in response to schedule changes, urgent requests, shifting priorities, and operational needs.

Project Management Workload Management

• Develop and maintain short- and long-term Project Management capacity forecasts.
• Forecast workload requirements 4–8 weeks in advance, including sales project pipeline.
• Evaluate future team availability and anticipate workload before assigning new projects.
• Consider the full project lifecycle when making assignments, including downstream execution phases following project initiation.
• Identify future resource constraints and recommend mitigation plans.

Continuous Improvement

• Develop and enhance scheduling tools, dashboards, and forecasting models to improve planning accuracy and visibility.

• Establish and maintain workload balancing standards, scheduling processes, and best practices.

• Identify and implement process improvements that reduce unnecessary handoffs, improve workflow efficiency, and support higher-quality output.

• Support KPI development, performance tracking, and continuous improvement initiatives for the Project Management Department.

• 2+ years of experience in scheduling, project coordination, or operations support—

• Construction industry experience preferred

• Strong organizational and communication skills

• Comfortable managing multiple projects and shifting priorities

• Experience working with scheduling software, spreadsheets, and reporting tools

• Ability to work independently and as part of a cross-functional team

• A detail-oriented mindset and proactive approach to solving problems