Scheduling Coordinator - Global Touring
Description
Position Purpose
The Scheduling Coordinator (Integration Resources Coordinator) is at the center of smooth day-to-day functioning of the integration team. This person is central to communication between integrators and other departments, acting as the easily accessible “face” of the group. They are essential to the team staying on top of scheduling, project staffing, team metrics/reporting, and management of the resource coordinators. This person functions as a primary escalation point for integration personnel concerns. Last, this role provides leadership support for integration management, including some administrative tasks.
Essential Responsibilities / Accountabilities
- Accountable for the scheduling of the integration team: gathering requests and additional information, suggest possible solutions, schedule meetings for decisions to be made, maintaining up-to-date systems (Slack, Toggl, Asana).
- Monitor kickoffs and updated PEs to create an accurate Integration load in Epicor, interpret the load into an easy clocking guide for integrators so there is always a place to clock, maintain the 'cleanliness' of Epicor by updating and closing old jobs, maintain US pipeline in Epicor with a 3-to-6-month view to share with the company.
- Responsible for all department timesheets, review log of exceptions/corrections.
- Assist Integration Leadership with scheduling, company projects, drafting, reporting, recruiting, travel, and other department events.
- Weekend/After Hours Support, Available outside standard working hours for emergencies. Always have their work phone on them (excluding vacations).
- Adhere to all company safety policies and procedures.
- Attend meetings, seminars, and training sessions as required.
- Perform assigned duties according to the policies and expectations prescribed by the company.
- Communicating with and scheduling freelance tour staff for projects in partnership with the project leadership
- Maintaining accurate records of hours and days that that staff are working on touring project
- Scheduling additional freelance and local shop labor in partnership with project leadership and integration leadership
- General administrative task around freelance labor including but not limited to booking hotels, booking transportation, and invoicing
To perform this position successfully, each essential responsibility/accountability must be fulfilled satisfactorily. Reasonable accommodations may be made to enable an individual with disabilities to perform the responsibilities and accountabilities outlined above.
Other duties may be assigned to meet business needs.
Minimum Qualifications
- High School Diploma; Associate’s or Bachelor’s degree in Business, Operations, Project Management, or a related field, preferred.
- 1+ year of experience in administrative support, scheduling, or resource coordination.
- Proficiency with basic office software (Excel/Google Sheets, email, calendar tools); additional knowledge of systems such as Asana, Slack, Toggl preferred
- Strong organizational and time management skills; ability to manage multiple priorities.
- Clear and professional communication skills (written and verbal).
- Ability to work occasional evenings/weekends and respond to urgent requests.
- Attention to detail and ability to maintain accurate records in systems.
NOTE: Office is based in Funabashi, and this role requires in office activity.
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