Scheduling Coordinator

The final salary or hourly wage, as applicable, paid to each candidate/applicant for this position is ultimately dependent on a variety of factors, including, but not limited to, the candidate’s/applicant’s qualifications, skills, and level of experience as well as the geographical location of the position.

Applicants must be legally authorized to work in the United States. Sponsorship not available.

Our client is seeking Scheduling Coordinator in California, CA.

ROLE DESCRIPTION

• The Scheduling Coordinator is responsible for coordinating resource demand and scheduling activities across assigned practices or business areas. The role manages and validates incoming resource requests, partners with project and practice teams to clarify staffing requirements, supports resource allocation and demand planning, and helps ensure scheduling information remains accurate across systems. Scheduling Coordinators also serve as escalation points for complex requests, provide guidance to Schedulers, support reporting and process improvement activities, and help drive consistent scheduling practices across Professional Services.
• Request Intake and Validation: Monitor, review, prioritize, and coordinate incoming iRequests and other scheduling requests. Validate required information, including resource requirements, dates, work effort, activity types, WBS details, and supporting documentation before requests are processed.
• Demand and Resource Coordination: Coordinate resource demand across assigned practices or business areas, including new requests, extensions, amendments, cancellations, and other scheduling changes. Support the alignment of resources with project requirements, timelines, availability, and business priorities.
• Practice and Project Partnership: Partner with project managers, practice leaders, resources, and supporting teams to clarify scheduling needs, resolve missing or conflicting information, and provide visibility into open demand, staffing activity, and capacity concerns.
• Complex Request and Exception Management: Research and resolve scheduling discrepancies, duplicate demands, system errors, resource availability concerns, and requests requiring coordination across multiple systems or teams.
• Scheduler Guidance and Operational Support: Provide day-to-day guidance to Schedulers, help determine the appropriate handling of nonstandard requests, and serve as an escalation point when additional review or cross-functional coordination is needed.
• System and Data Accuracy: Maintain accurate resource assignments and demand information across scheduling, reporting, and operational systems. Identify discrepancies and coordinate corrections with the appropriate support teams.
• Reporting and Analysis: Prepare, maintain, and review operational reports related to resource requests, demand, scheduling activity, utilization, data quality, and process performance. Identify recurring issues or trends that may require additional follow-up.
• Process Improvement and Documentation: Identify opportunities to improve scheduling workflows, data quality, reporting, and stakeholder handoffs. Help maintain process documentation, templates, training materials, and team reference resources.
• Training and Stakeholder Support: Provide guidance and training on iRequest requirements, scheduling processes, system usage, and submission best practices. Support working sessions and educational forums for project and practice teams.

SKILLS & REQUIREMENTS

• Bachelor’s degree in Business Administration, Operations, Projecy Management, or related field, or equivalent professional experience.
• 2+ years of experience in a scheduling, resource coordination, workforce planning, project operations, or a related support function.
• Experience reviewing and coordinating high-volume operational requests across multiple stakeholders.
• Experience using resource management, scheduling, enterprise resource planning, reporting, or ticketing systems.
• Experience with data validation, operational reporting, and process documentation.
• Familiarity with project delivery workflows, demand management, resource allocation, and utilization concepts is preferred.
• Experience supporting training, process improvement, or cross-functional initiatives is preferred.
• Operational Excellence: Strong ability to ensure accuracy, consistency, and efficiency in scheduling and request management processes.
• Problem-Solving: Proactive approach to resolving conflicts and escalations with speed and precision.
• Communication: Excellent written and verbal communication skills to collaborate effectively across teams.
• Collaboration: Ability to work closely with Schedulers, practice leads, and resource teams to align on priorities and timelines.
• Attention to Detail: High level of accuracy when managing iRequests, escalations, and resource allocation.
• Organizational Skills: Strong ability to manage multiple requests, tasks, and escalations simultaneously.
• Process Improvement Mindset: Capability to identify opportunities to streamline scheduling processes and implement best practices.
• Technical Proficiency: Competence with scheduling tools, resource platforms, and Excel or similar reporting tools.
• Ownership and Follow-Through: Ability to track open items through resolution, communicate status, and ensure appropriate handoffs are completed.
• Stakeholder Management: Ability to build effective working relationships with project managers, practice leaders, resources, and operational support teams.
• Data Analysis: Ability to interpret scheduling and demand data, identify discrepancies and recurring patterns, and translate findings into actionable follow-up.

Benefits/Other Compensation

Medical, Dental, Life Insurance, 401K.

Why Hays?

You will be working with a professional recruiter who has intimate knowledge of the industry and market trends. Your Hays recruiter will lead you through a thorough screening process in order to understand your skills, experience, needs, and drivers. You will also get support on resume writing, interview tips, and career planning, so when there’s a position you really want, you’re fully prepared to get it.

Nervous about an upcoming interview? Unsure how to write a new resume?

Visit the Hays Career Advice section to learn top tips to help you stand out from the crowd when job hunting.

Hays is committed to building a thriving culture of diversity that embraces people with different backgrounds, perspectives, and experiences. We believe that the more inclusive we are, the better we serve our candidates, clients, and employees. We are an equal employment opportunity employer, and we comply with all applicable laws prohibiting discrimination based on race, color, creed, sex (including pregnancy, sexual orientation, or gender identity), age, national origin or ancestry, physical or mental disability, veteran status, marital status, genetic information, HIV-positive status, as well as any other characteristic protected by federal, state, or local law. One of Hays’ guiding principles is ‘do the right thing’. We also believe that actions speak louder than words. In that regard, we train our staff on ensuring inclusivity throughout the entire recruitment process and counsel our clients on these principles. If you have any questions about Hays or any of our processes, please contact us.

In accordance with applicable federal, state, and local law protecting qualified individuals with known disabilities, Hays will attempt to reasonably accommodate those individuals unless doing so would create an undue hardship on the company. Any qualified applicant or consultant with a disability who requires an accommodation in order to perform the essential functions of the job should call or text 813.336.5570.

Drug testing may be required; please contact a recruiter for more information.

#1187349 - Heather Eastman