Scheduling Coordinator

Position Summary

As a vital member of the SFI team, the Scheduling Coordinator will report directly to the Integrated Services Manager. This role is responsible for collaborating with clients, consultants, and the SFI Leadership Team to ensure the efficient scheduling and completion of all consulting services. These services include safety inspections, safety meetings, safety training, OSHA inspection assistance, accident investigations, and other consulting tasks. The Scheduling Coordinator will prioritize the timely, effective, and consistent delivery of services, adhering to SFI's Core Values, particularly our Unwavering Commitment to Our Customers.

Essential Functions

• Scheduling: Ensure all consulting services are scheduled and tracked effectively.
• Data Analytics: Collect and analyze data to support decision-making and improve service delivery.
• Process Management and Improvement: Continuously improve processes for better efficiency and service quality.
• Client and Consultant Communication: Maintain clear, effective communication with clients and consultants to ensure smooth operations and client satisfaction.

Primary Responsibilities

• Scheduling:
  • Coordinate the scheduling of monthly consulting services for consultants across the nation, including safety inspections, training, meetings, and other consulting work.
  • Work with clients and consultants to ensure all necessary travel arrangements are made efficiently.
• Client Communication:
  • Regularly engage with clients to assess their needs, send inspection request letters, and facilitate other forms of client communication.
  • Understand client agreements to ensure work is completed as per the terms and conditions, and that any new projects are appropriately documented with necessary agreements.
• Data Management:
  • Gather and process information required to complete SSSPs (Site-Specific Safety Plans) and SSSOs (Site-Specific Safety Observations), ensuring these are ordered from the appropriate SFI staff and provided to clients as per agreements.
  • Keep the SFI Safety App updated with new client, site, and staffing information. Manage distribution lists for clients and ensure these lists are current, including those for safety summaries.
• Schedule Monitoring and Reporting:
  • Track and manage schedule discrepancies, reporting them to the management. Collaborate with the SFI Leadership Team to address recurring issues.
  • Track missed work and reporting errors in the Leaderboard system.
• Billing and Invoicing:
  • Complete billing for travel-related work and ensure that all travel work is accurately invoiced.
  • Approve travel bonuses, Saturday bonuses, and commissions requested by consultants, based on the schedule and company policies.
• Forecasting and Staffing:
  • Forecast upcoming schedules to assist in staffing and planning needs for future months.
  • Collaborate with Area Managers to track and approve consultant PTO requests, ensuring adherence to company PTO guidelines.
• Service Improvement:
  • Analyze trends in inspections and work with the SFI Leadership Team to identify areas for service improvement, enhancing overall service quality and client satisfaction.

Qualifications

• Proven experience in scheduling, project management, or related roles, preferably in safety or consulting services.
• Strong communication and interpersonal skills to effectively collaborate with clients, consultants, and the leadership team.
• Excellent organizational and multitasking abilities.
• Ability to work independently while being a team player.
• Proficient in data management tools and scheduling software.
• Detail-oriented with a strong commitment to service quality and customer satisfaction.

Supervisory Responsibility

There is no supervisory responsibility for this position.

Work Environment & Physical Demands

This job operates in a home office environment and includes traveling to the SFI office periodically. This job requires a low amount of physical activity and requires the ability to operate standard office equipment and keyboards. Must have the ability to lift and carry parcels, packages, and other items; and to walk short distances. Reasonable accommodation will be made to enable individuals with disabilities to perform the tasks required for this position.

Position Type and Expected Hours of Work

This is a full-time non-exempt position with 40 hours of work per week.

Typical days and hours of work are Monday through Friday, 8:00 am to 4:30 pm.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Benefits

• Competitive starting pay
• Comprehensive medical and dental insurance
• 401(k) retirement plan with employer contributions
• Paid holidays and hassle-free PTO
• On-the-job training with opportunities for skill development
• Employee assistance program
• Opportunities for career advancement