Scheduling Coordinator

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.