We are seeking a highly organized and detail-oriented Project Scheduler to join our project management team. The ideal candidate will be responsible for developing, coordinating, and maintaining comprehensive project schedules that support and align with project objectives. This role involves close collaboration with project managers, team leaders, and stakeholders to ensure timely delivery of project milestones and deliverables.

Responsibilities:

• Develop Project Schedules: Work with the Project Manager and assist with the creation of detailed project schedules that outline all project phases, milestones, tasks, and dependencies. Utilize scheduling software to ensure schedules are comprehensive, realistic, and achievable.
• Coordination and Collaboration: Work closely with project managers, team members, and stakeholders to gather all necessary information for schedule development. Ensure that project scheduling reflects the scope, resources, and constraints of the project.
• Monitoring and Updating: Regularly monitor project progress against the schedule, identifying any deviations or potential delays. Update schedules as required to reflect changes in project scope, resources, or objectives.
• Meeting Coordination: Schedule, organize, and attend project meetings, including preparing agendas and materials.
• Note-Taking: Take comprehensive notes during meetings to capture discussions, decisions, and action items.
• Follow-Up: Proactively follow up with meeting attendees on outstanding action items and deadlines to ensure accountability and progress.
• Communication: Serve as a key point of contact for project-related communication, ensuring clear and timely information exchange among team members, stakeholders, and external partners.
• Reporting: Assist in the preparation of project status reports, highlighting progress, risks, and variances from the project plan.
• Support Project Management Office (PMO): Provide administrative and logistical support to the PMO, including risk management activities, stakeholder communication, and process improvement initiatives.
• Collaboration: Work closely with project managers, team members, and other departments to support project deliverables and milestones.
• Risk Management: Identify potential scheduling risks and work with the project management team to develop mitigation strategies. Ensure that potential delays are communicated early to facilitate timely decision-making.
• Status Reporting: Prepare and present regular reports on schedule status, progress, and issues. Provide detailed analyses and forecasts to assist with project planning and management.
• Stakeholder Communication: Serve as the point of contact for all scheduling-related queries. Ensure that all project participants are aware of their scheduled tasks and deadlines.
• Process Improvement: Continuously seek opportunities to improve scheduling processes and tools. Implement best practices in project scheduling to enhance efficiency and effectiveness.
• Document Creation and Management: Develop and maintain comprehensive documentation that meets organizational standards. This includes technical documents, user manuals, project documentation, and SOPs.
• Document Control: Implement and manage document control processes and systems to ensure the security, accessibility, and proper distribution of documents.
• Quality Assurance: Ensure all documentation is consistent, of high quality, and meets both internal and external standards. Conduct thorough reviews and revisions as necessary.
• Collaboration: Work closely with project teams, technical staff, and stakeholders to gather the necessary information for documentation. Act as a liaison between technical and non-technical personnel to ensure accuracy and clarity in all documents.
• Training Material Development: Assist in the development of training materials and user guides to support the effective use of documentation.
• Compliance and Standards: Ensure all documentation complies with legal, regulatory, and organizational standards and practices.
• Continuous Improvement: Regularly review and update documentation to reflect changes in processes, technologies, or regulations. Seek feedback to continually improve documentation quality and usability.

Requirements:

• Bachelor’s degree in Business, Project Management, Engineering, or a related field.
• Proven experience as a Project Scheduler or in a similar role, with experience in managing schedules for large-scale projects.
• Strong proficiency in project scheduling software (e.g., Microsoft Project, Smartsheets, JIRA) and MS Office Suite.
• Excellent organizational, time management, and analytical skills.
• Strong communication and interpersonal abilities, with the capability to work effectively with team members at all levels.
• Ability to manage multiple schedules and priorities in a fast-paced environment.
• Knowledge of project management principles, practices, and methodologies.
• Proven experience as a Project Coordinator or similar role, with a strong focus on meeting facilitation and action item tracking.
• Excellent note-taking and documentation skills, with the ability to summarize complex discussions accurately.
• Strong organizational and time-management abilities, with a keen attention to detail.
• Effective communication and interpersonal skills, with the ability to engage with a diverse range of stakeholders.
• Proficiency in project management software and tools, such as MS Project, Asana, or Trello, and MS Office Suite.
• Ability to work independently and collaboratively in a fast-paced environment.