Workforce Scheduling Coordinator
Workforce Scheduling Coordinator
Position Overview
We are seeking a highly organized and proactive Workforce Scheduling Coordinator to support the scheduling and workforce operations of a growing U.S.-based company.
This role is responsible for maintaining employee schedules, ensuring proper shift coverage, responding to callouts and last-minute staffing needs, monitoring overtime, and supporting accurate timekeeping.
The ideal candidate has previous experience managing schedules or workforce coverage in a high-volume, fast-paced operation and is comfortable making quick, accurate decisions when staffing needs change.
Experience in security is a plus, but not required. Candidates with backgrounds in BPO/Call Center Workforce Management, Staffing, Healthcare, Transportation, Dispatch, Field Services, or other 24/7 operations are encouraged to apply.
Key Responsibilities
Workforce Scheduling & Coverage
Create, maintain, and update employee schedules to ensure appropriate shift coverage.
Manage callouts, absences, no-shows, and last-minute staffing changes.
Identify available and qualified employees to cover open shifts.
Monitor employee hours when making scheduling decisions to help minimize unnecessary overtime.
Maintain accurate employee availability, scheduling, and assignment records.
Identify recurring coverage gaps and communicate potential staffing needs to Management.
Coordinate closely with supervisors to resolve coverage issues efficiently.
Timekeeping & Administrative Support
Review employee timecards and attendance records for accuracy.
Follow up on missed punches and timekeeping discrepancies.
Maintain accurate scheduling and workforce documentation.
Support payroll preparation by ensuring timekeeping information is complete and accurate.
Maintain organized employee and scheduling records.
Communication & Coordination
Communicate regularly with employees regarding schedules, coverage needs, and changes.
Coordinate with supervisors and internal teams to resolve scheduling issues.
Handle a high volume of calls and messages professionally.
Document schedule changes, callouts, and relevant workforce updates accurately.
Qualifications
2+ years of experience in Workforce Management, Scheduling, Dispatch, Staffing Coordination, Real-Time Management, Operations Coordination, or a similar role.
Previous experience supporting a high-volume or 24/7 workforce is strongly preferred.
Strong verbal and written English communication skills.
Spanish fluency.
Strong organizational skills and attention to detail.
Ability to prioritize and make decisions in a fast-paced, interruption-driven environment.
Strong problem-solving and follow-through abilities.
Comfortable communicating with employees throughout the day to resolve staffing needs.
Ability to work independently while following established scheduling and operational guidelines.
Technical Skills
Experience using workforce management, scheduling, dispatch, or timekeeping software.
Strong Microsoft Excel or Google Sheets skills.
Comfortable working with filters, lookups, employee rosters, and large data sets.
Previous payroll or timekeeping experience is a plus.
Experience with Deputy, ADP, or similar platforms is a plus but not required.
Preferred Background
Candidates with previous experience in any of the following environments are strongly encouraged to apply:
BPO / Call Center Workforce Management
Real-Time Analysis (RTA)
Workforce Scheduling
Security Operations
Staffing
Healthcare Scheduling
Transportation / Logistics
Dispatch
Field Services
Key Competencies
Workforce Planning & Scheduling
Problem Solving
Sense of Urgency
Organization & Time Management
Attention to Detail
Cost Awareness
Clear Communication
Accountability & Follow-Through
Ability to Work Under Pressure
Schedule
Monday through Friday
8:00 AM – 5:30 PM Pacific Time
This position follows the client's Pacific Time operating schedule.
Compensation
Competitive base salary
Additional benefits and/or performance opportunities available
Long-term growth opportunity