What are the responsibilities and job description for the OPERATIONS SCHEDULER position at STOREY KENWORTHY?
About Us:
Storey Kenworthy | Workspace is Iowa’s largest family-owned office products and furnishings dealership, with offices located across the state (Des Moines, Urbandale, Ames, Cedar Falls, Waterloo, and Cedar Rapids). For over 85 years, and across four generations, the company has provided quality products and services that support its purpose of inspiring and empowering people to work and live better.
Job Summary:
The Operations Scheduler is responsible for the field scheduling of delivery and installation work, including manpower and vehicle assignments, final work order instructions, and primary communication with field crews.
Essential Job Duties and Responsibilities:
- Schedules all operations personnel for delivery, installation, furniture service work, will calls and local drop offs for repairs, required site reviews, and any extra staff required in warehouse.
- May make calls to customers to confirm delivery dates and times.
- Solicits future project schedules from sales, technical service, sales services, and project managers for tentative or “soft” scheduling, working to schedule out two to three weeks, with long range projects out two to three months.
- Reviews acknowledged ship/delivery dates and sales orders appropriate for soft scheduling.
- Continuously updates schedule as work order/project dates are revised.
- Assigns specific supervisors, leads, drivers, installers, etc. to work teams and work orders based upon labor estimates, knowledge of field work and of personnel capabilities.
- Hires approved subcontractors and temporary labor agencies for fill in labor when required.
- Stays on top of orders that aren’t complete (damaged product, missing/back ordered product, etc.); works with warehouse and sales/project managers/sales services to determine whether job can be scheduled or not.
- Schedules shop work for special cuts or other short work that needs to be done prior to any scheduled installation or service work.
- Works with dealer and warehouse staff to identify product needed from stock for any job; helps make sure that proper paperwork to pull that product is sent to the warehouse in a timely manner.
- Distributes “pick tickets” to warehouse so they can pull and stage product for next day’s deliveries.
- Sets up per diem/hotel arrangements for out-of-town travel for staff; ensures any petty cash disbursements are managed per company procedures.
- Maintains flexibility in schedule to accommodate reasonable last minute assignments.
- Keeps detailed history, either paper or electronic, of daily dispatch assignments for future reference and for use in checking paperwork.
- Keeps track of crew tardiness, no shows and other field disciplinary issues for HR purposes.
- Assigns vehicles to field crews and delivery teams as necessary; notes required tools, equipment, and any special conditions (permits, dumpsters, etc.) that need to be taken care of.
- Communicates and interfaces with customers and dealer staff regarding scheduled delivery, installation, and service work.
- Interfaces daily with sales, sales services, and project managers regarding schedules and work order instructions.
- Interfaces with the field crews to ensure client and sales personnel communications are regular and professional.
- Ensures that field paperwork is complete, clear and communicated to appropriate parties. Collects delivery tickets at end of project and performs project close out procedures.
- Provides back up to the Operations Coordinator role in processing & scheduling Service/Warranty requests, assistance in creating installation folders, etc.
- Demonstrates organizations core values.
- Other duties as assigned.
Educational / Experience Requirements
- High school diploma/GED or equivalent required, Associates degree preferred.
- One to three years experience as a scheduler or dispatcher in construction or similar industry preferred
- Exceptional communication and customer service skills
- Demonstrated time management and organizational skills required
- Microsoft Office; strong proficiency in Word, Excel, Power Point, Outlook
- Strong attention to detail, able to make decisions and problem solve relative to scheduling