Scheduling Coordinator

Scheduling Coordinator

Requirements

• Strong attention to detail and excellent organizational skills.
• Ability to maintain confidentiality with sensitive employee information.
• High-level problem-solving ability and ability to work independently.
• Effective verbal and written communication skills.
• Proficient in Microsoft Office (Word, Excel) and scheduling systems (e.g., ABI).
• Able to work a flexible schedule, including nights, weekends, and holidays as required.

Responsibilities

• Meet regularly with the AGM or Department Managers to determine scheduling needs for upcoming events and enforce scheduling timelines.
• Monitor the event calendar to ensure appropriate staffing and uniform distribution for events.
• Review the Event Forecast Schedule with Managers to determine staffing needs.
• Prepare staff schedules and ER packets based on Manager requests.
• Schedule employees based on availability, seniority, and Union procedures.
• Order extra staff through Union dispatch in accordance with contract terms (to be updated as new dispatch procedures are implemented).
• Confirm all scheduled shifts and assist with employee selection processes when applicable.
• Post check-in sheets and timesheets; distribute copies as needed.
• Monitor employee attendance, no-shows, absences, and make schedule adjustments accordingly.
• Oversee employee check-in and check-out by assigned locations.
• Verify Union dispatch slips for dispatched employees.
• Direct employees to appropriate event locations and ensure they are in uniform.
• Inform Managers of attendance issues and assist in resolving last-minute staffing gaps.
• Monitor completed timesheets for accuracy and submit batches to Payroll.
• Maintain documentation of Union correspondence and ensure adherence to contract terms.
• Support the maintenance of the upcoming events board and other scheduling communications.
• Maintain accurate and coded timesheets; research and resolve payroll discrepancies.
• Submit employee time-off requests to People and Culture.
• Assist Managers with accident reports and other documentation as needed.
• Collaborate with Union Local 11 on contract-related matters.
• Be present during events to ensure proper staffing and provide support as needed.
• Perform other related duties as assigned.

Preferred Qualifications

• Experience working in a unionized environment preferred.