Workforce Scheduling Coordinator

Vintti is a cutting-edge staffing agency revolutionizing the way US companies build their teams. Leveraging advanced technology and embracing the power of remote work, we connect SMBs, startups, and firms across the United States with top-tier talent from Latin America. Our platform seamlessly integrates professionals into US business ecosystems, regardless of physical borders. Vintti operates on the principle of a borderless future of work, where skills and expertise trump geographical constraints.

A Workforce Scheduling Coordinator plays a crucial role in effectively managing and organizing the workforce to ensure optimal operational efficiency. This position involves creating, maintaining, and adjusting schedules for employees, considering factors such as staff availability, peak business hours, and company demands. They communicate schedule changes, resolve conflicts, and ensure compliance with labor regulations. By meticulously overseeing scheduling needs, the Workforce Scheduling Coordinator aims to balance workload, improve productivity, and enhance employee satisfaction, ultimately contributing to the smooth and efficient functioning of the organization.

- Bachelor's degree in Business Administration, Human Resources, or a related field
- Minimum of 2-3 years of experience in workforce management or scheduling
- Proficiency with workforce management software (e.g., Kronos, ADP, etc.)
- Strong analytical skills to interpret workforce data and forecast staffing needs
- Excellent organizational and multitasking abilities
- Demonstrated experience in resolving scheduling conflicts and addressing employee requests
- Knowledge of labor laws and regulations pertaining to workforce scheduling
- Effective communication skills to liaise with different departments and team members
- Proficiency in using Microsoft Office Suite, particularly Excel
- Ability to develop contingency plans for unexpected staffing changes
- Experience in tracking and reporting key performance indicators (KPIs)
- Strong problem-solving skills with the ability to anticipate and address workforce challenges
- Attention to detail in maintaining accurate workforce records
- Experience in preparing regular reports on workforce utilization and productivity
- Ability to work collaboratively with HR and management teams
- Experience in conducting training on scheduling procedures and tools
- Proven ability to implement continuous improvement practices for scheduling efficiency
- Strong interpersonal skills with the ability to respond promptly to employee inquiries and concerns
- Experience in participating in strategic planning sessions for workforce management
- Ability to forecast labor costs and assist in budget planning
- Demonstrated ability to work under pressure in a fast-paced environment

- Review workforce data to forecast staffing needs
- Develop and implement efficient employee schedules
- Coordinate with departments to understand scheduling requirements
- Monitor real-time workforce metrics and adjust schedules
- Manage scheduling conflicts and employee requests
- Utilize workforce management software to update schedules
- Communicate scheduling information and changes to team members
- Ensure compliance with labor laws and organizational policies
- Conduct meetings with department heads to plan future scheduling
- Track and report key performance indicators (KPIs)
- Provide training on scheduling procedures and tools
- Develop contingency plans for unexpected absences or increased workload
- Analyze historical data to improve scheduling accuracy
- Prepare daily, weekly, and monthly reports on workforce utilization and productivity
- Collaborate with HR and management to resolve staffing issues
- Participate in strategic planning sessions for workforce scheduling
- Maintain accurate records of worked hours, absenteeism, and schedule adherence
- Forecast labor costs for budget planning
- Respond to employee inquiries and concerns regarding schedules
- Implement continuous improvement practices for scheduling efficiency

The ideal candidate for the Workforce Scheduling Coordinator role is a proactive and analytical professional with a Bachelor's degree in Business Administration, Human Resources, or a related field, complemented by at least 2-3 years of experience in workforce management or scheduling. This individual possesses strong organizational and multitasking abilities, ensuring efficiency in developing and implementing employee schedules that meet operational demands while adhering to labor laws and organizational policies. Proficiency in workforce management software, such as Kronos or ADP, and advanced skills in Microsoft Excel are essential. The ideal candidate demonstrates exceptional communication and interpersonal skills, enabling effective coordination with various departments and responsive handling of employee inquiries and scheduling conflicts. They exhibit a keen attention to detail when maintaining accurate records and preparing detailed reports on workforce utilization and productivity. A proven history of providing training, resolving staffing issues, and developing contingency plans highlights their problem-solving capabilities and leadership qualities. Moreover, the candidate's ability to anticipate staffing needs through data-driven decision-making, combined with a continuous improvement mindset, strategic planning capabilities, and strong customer service orientation, sets them apart as a vital contributor to optimizing the organization's workforce management processes.

- Review and analyze workforce data to forecast staffing needs
- Develop and implement efficient employee schedules to meet operational demands
- Coordinate with different departments to understand and accommodate their scheduling requirements
- Monitor real-time workforce metrics and adjust schedules accordingly
- Manage scheduling conflicts and address employee requests for shift changes, time off, or other scheduling needs
- Utilize workforce management software to maintain and update schedules
- Communicate scheduling information and changes to relevant team members
- Ensure compliance with labor laws and organizational policies in scheduling practices
- Conduct regular meetings with department heads to discuss and plan future scheduling needs
- Track and report key performance indicators (KPIs) related to workforce management
- Provide training and support to employees on scheduling procedures and tools
- Develop contingency plans to address unexpected absences or increased workload
- Analyze historical data to improve future scheduling accuracy
- Prepare daily, weekly, and monthly reports on workforce utilization and productivity
- Collaborate with HR and management to address and resolve staffing issues
- Participate in strategic planning sessions to align workforce scheduling with organizational goals
- Maintain accurate records of worked hours, absenteeism, and schedule adherence
- Assist in budget planning by forecasting labor costs based on schedules
- Respond promptly to employee inquiries and concerns regarding their schedules
- Implement continuous improvement practices to enhance scheduling efficiency

- Strong analytical thinking
- Excellent organizational skills
- Ability to multitask effectively
- Exceptional communication skills
- Proficient in workforce management software
- Knowledgeable in labor laws and regulations
- Problem-solving aptitude
- High attention to detail
- Team collaboration skills
- Customer service orientation
- Ability to handle pressure and work in a fast-paced environment
- Strong interpersonal skills
- Adaptability and flexibility
- Strategic planning capabilities
- Continuous improvement mindset
- Ability to forecast and budget
- Leadership qualities
- Empathy and understanding toward employee needs
- Proactive and anticipatory approach
- Data-driven decision-making abilities

- Competitive salary range from $50,000 to $70,000 annually depending on experience
- Comprehensive health insurance (medical, dental, vision)
- Employer-sponsored retirement plans (401(k) with company match)
- Paid time off (PTO) including vacation, sick leave, and holidays
- Flexible work hours and potential for remote work options
- Professional development opportunities and tuition reimbursement
- Employee assistance programs (EAP) for mental health and wellness support
- Life and disability insurance coverage
- Opportunities for career advancement and internal promotions
- Access to on-site fitness facilities or gym membership discounts
- Employee discount programs for various services and products
- Paid parental leave for new parents
- Work-life balance initiatives including flexible scheduling
- Regular team-building activities and events
- Healthy work environment with emphasis on diversity and inclusion
- Supportive and collaborative company culture
- Training and mentorship programs
- Recognition and rewards programs for outstanding performance
- Travel reimbursement for work-related travel
- Access to company-sponsored volunteer opportunities and charity events