Project Schedule Coordinator

WHAT WE DO

VIVA Railings leads the industry in innovation, designing decorative metal and glass railing systems that redefine commercial spaces with safety, elegance, and distinctive design. Our commitment is not only to meet industry standards but to exceed them, pushing the boundaries of what's possible in architectural design. If you are driven by innovation and want to contribute to a company that values creativity and forward-thinking, VIVA Railings is your next career step.

POSITION SUMMARY

The Project Schedule Coordinator supports the Project Management team by keeping the schedules for all active projects accurate and up to date. This role works directly with Project Managers to maintain schedule accuracy and coordinates with the Design, Production, and Installation schedulers to identify potential delays early.

The Project Schedule Coordinator reviews schedule risk across departments, communicates impacts to the affected PMs, and helps resolve conflicts when a committed date must be met, making sure trade-offs are evaluated and decisions are made at the right level.

This role also supports schedule visibility and reporting for the PM team and Operations leadership to reduce delays, improve schedule reliability, and protect on-time delivery for our customers.

ROLES AND RESPONSIBILITIES

PM Schedule Accuracy

• Conduct regular schedule reviews with each PM, both one-on-one and in group meetings, to ensure dates reflect actual project status.
• Use a consolidated view of all active project schedules to identify initial date conflicts, and validate each conflict with the PM and the responsible department before acting on it.
• Hold PMs to schedule upkeep standards, including no outdated dates, no tasks extending past their parent task, and no missing milestones.

Department Risk Review

• Lead regular meetings with the Design, Production, and Installation schedulers to review projects that are late or at risk of becoming late.
• Document the details of each delay, including the cause, expected duration, and whether the time can be recovered.
• Identify whether each delay is internal or customer-driven.

PM Communication

• Communicate schedule impacts to the affected PM, including the cause of the delay, the number of days the project may slip, and the department’s position.
• Confirm the path forward with the PM: accept the delay when schedule buffer allows, or hold the original date.

Schedule Conflict Resolution

• Partner with the responsible department scheduler to identify which other projects would be impacted if the original date is held.
• Review the list of impacted projects with the other PMs and determine which project can be moved.
• Escalate unresolved conflicts in the following order: PM, PM Team Lead, Director of Projects. Always escalate with the list of impacted projects, not just the issue.

Reporting

• Provide regular updates to the PM team and Operations leadership on at-risk projects, including the cause of risk and current status of each project.

JOB QUALIFICATIONS AND SKILLS:

• 2+ years of experience in scheduling, project controls, or production planning, fabrication, manufacturing, or construction industry experience.
• Ability to read schedules closely and understand how one date change impacts downstream tasks.
• Comfortable leading regular review meetings and driving decisions
• 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