Operations Scheduling Coordinator

Now Hiring: Operations Scheduling Coordinator Keep the Team Moving. Keep Operations Running Smoothly! Are you organized, detail-oriented, and great at keeping all the moving pieces in place? Do you enjoy coordinating schedules, working with people, and making sure everything runs like clockwork? We're looking for an Operations Scheduling Coordinator to help keep daily operations running smoothly across all three shifts! In this important role, you'll help ensure the right people are in the right places at the right times, coordinate employee scheduling and timekeeping, maintain accurate records, and provide essential support to operations and maintenance leadership. Position Purpose Coordinate and maintain staffing schedules for all operational units across three shifts, ensuring appropriate employee coverage to support daily operations. This role is key to keeping schedules organized, managing staffing changes, tracking attendance, and helping teams stay on track. What You'll Be Doing Scheduling & Workforce Coordination Schedule and record employee vacations, training, sick leave, and other absences in accordance with applicable labor agreements. Coordinate and issue scheduling memos for maintenance substitutes covering vacations, training, medical examinations, absences, and special projects. Arrange shift coverage for supervisory vacations and assist with scheduling coverage when the primary scheduler is unavailable. Maintain vacation schedules for operations foremen and shift supervisors. Add new operational units to the scheduling system as needed. Work directly with operations foremen and provide support to operations supervisors. Timekeeping, Attendance & Reporting Track employee and substitute attendance and maintain accurate records for reporting purposes. Review employee job cards and timecards after supervisory approval and ensure they are ready for payroll submission by the Monday 3:00 PM deadline. Oversee the Operations Scheduler, including approving timecards and time-off requests. Prepare and distribute weekly overtime reports by Wednesday of the following week. Work with the Assistant Maintenance Manager to prepare staffing availability lists as needed. Records, Documentation & Administrative Support Maintain employee and maintenance substitute files for a minimum of three years. Complete daily filing and maintain accurate scheduling documentation. Prepare paperwork for job rates and new general ledger numbers. Schedule employees for medical testing and distribute the required paperwork. Keep policy and procedure books updated as new information becomes available. Maintain and follow established scheduling processes and systems. Ensure scheduling activities comply with applicable labor agreements. Take on special projects and additional administrative duties as assigned. What Makes You a Great Fit? We're looking for someone who is dependable, organized, and comfortable balancing multiple priorities in a busy environment. You'll bring: Proficiency with computers and common office software. Strong organizational skills and attention to detail. Good written and verbal communication skills. The ability to work professionally with operations and maintenance supervisors, plant personnel, and office staff. The ability to work independently while keeping others informed and coordinating work effectively. A team-first attitude and a commitment to producing accurate, quality work within established deadlines, with or without direct supervision. Education & Experience Required: High school diploma or equivalent. Clerical or administrative experience. Preferred: Five or more years of clerical experience in a refinery or similar industrial environment. Experience with employee scheduling, timekeeping, payroll documentation, attendance tracking, or workforce coordination is a plus. Programs Equipment Experience with or the ability to learn office and scheduling tools, including: Microsoft Word and Excel Scheduling and time-off systems Lotus-based software Computers, printers, telephones, and adding machines Work Environment & Physical Requirements Office-based work environment. Ability to sit for extended periods and stand as needed for filing and other office tasks. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position. Attendance & Professional Expectations Regular and punctual attendance is required. All employees are expected to: Produce accurate, quality work within established deadlines. Communicate professionally with coworkers, customers, and suppliers. Contribute effectively as part of a team. Work independently while recognizing the importance of communication and collaboration. Ready to Make an Impact? If you're a scheduling-minded professional who enjoys keeping people organized, solving logistical challenges, and helping a busy operation run efficiently, this could be an excellent opportunity to put your skills to work! Bring your organizational skills, attention to detail, and can-do attitude to a role where your work truly matters.