Operations Scheduling Coordinator

Continuous Improvement Vernon, BC


Description

The Operations Scheduling Coordinator is responsible for providing hands-on support for the scheduling system and software programs utilized by Operations. The Coordinator provides user training and support, works with Operations to identify and develop best practices, and maintains procedure documentation. As well, the Operations Scheduling Coordinator plays an integral role in the development and delivery of enhancements to any related scheduling systems and in assisting with overall user adoption.

Core Responsibilities

Application Support and Maintenance

  • Establish a thorough knowledge of the scheduling software configuration and setup
  • Develop expertise in day to day usage of the scheduling software from the Operations perspective
  • Serve as the primary contact for technical support, training and identification of application requirements, for users of all scheduling systems utilized by Operations
  • Support the reporting and dashboards in the system
  • Help identify and coordinate the resolution of software problems and issues
  • Record all systems issues and resolutions to ensure proper documentation

User Training and Support

  • Act as the “go to” person for training and provide front-line support to team members to ensure skills are at the utmost level
  • Provide scheduling software training to Store Managers and team members
  • Assist with development of training plans, materials and procedures for new team members
  • Support Operations by providing ongoing guidance on how to schedule and maintain data in the scheduling software
  • Provide first-line scheduling software support for Store Managers and team members
  • Provide support to all users with functionality, access and troubleshooting issues

Business Best Practices and Process Documentation

  • Develop knowledge and proficiency in Kal Tire Store Operations and translate this knowledge into functionality within the scheduling software
  • Understand the business from the perspective of the store and how the scheduling software affects the ability to operate efficiently
  • Provide recommendations on scheduling options based on business needs and “best practice”
  • Recommend best practices in how to use the scheduling software to maximize the features of the software
  • Document business processes and gather business and technical requirements
  • Liaise with Operations Managers and team members to identify opportunities for improvement in the software configuration, functionality and business processes that would further improve operational efficiencies
  • Recommend systems improvements based on user functionality and technical concerns

Collaboration with IS on System Maintenance and Upgrades

  • Build strong working relationships with IS and scheduling software provider
  • Represent Operations when dealing with scheduling scenarios
  • Identify any unsupported procedural requirements in the software and assist in developing acceptable solutions
  • Work closely with IS to implement system upgrades and enhancements
  • Test configuration changes or newly developed reports & processes
  • Assist with planning and executing software roll out to new locations and additional business units

Key Performance Indicators

  • System users report timely and adequate resolution to requests
  • Understands business needs and participates in solution definition
  • Successfully facilitates training sessions
  • Customer feedback
  • Quality of relationships with key stakeholders
  • Procedures and training documents are concise and current

 Work Experience

  • 3+ years business-related experience
  • Experience in retail or seasonal operations

 Knowledge, Skills and Abilities

  • Ability to prioritize and meet objectives within established time frames
  • Excellent communication and interpersonal skills
  • Strong computer skills
  • Demonstrated ability to facilitate and provide training
  • Continuous improvement focus
  • Ability to develop and deliver clear and concise end user instructions
  • Strong troubleshooting and analytical skills
  • Ability to work well within a team environment

 Education

  • Degree, diploma or certificate, or the equivalent combination of education and experience in Information Services, Business or related areas

Special Requirements

  • Occasional travel; but frequent during system rollout

Negotiable Requirements

  • Previous experience with scheduling software
  • Adult Training experience
  • Kal Tire Operations experience