Scheduling Coordinator

Scheduling Coordinator Job Description

Position Summary

The Scheduling Coordinator is responsible for managing production schedules, coordinating customer communications, and ensuring projects move efficiently through the design, production, and transportation processes. This role serves as a key liaison between customers and internal departments, balancing production capacity, delivery timelines, and customer expectations while maintaining exceptional service standards.

This position requires strong organizational skills, the ability to multitask in a fast-paced environment, and effective communication with customers, vendors, and team members.

Essential Duties and Responsibilities

Scheduling & Production Coordination

• Maintain production capacity between 90% and 100% utilization.

• Ensure the next day’s delivery schedule is finalized by 12:00 PM each day.

• Determine and prioritize jobs for Design and Review based on deadlines and production needs.

• Coordinate project movement through the production process based on shipping requirements and production capacity.

• Establish and communicate accurate design, production, and delivery timelines.

• Verify customer ship date approvals 1–2 days before jobs are released to production.

• Complete delivery paperwork at least two days prior to scheduled delivery.

• Obtain and verify jobsite information from customers at least two days before delivery.

• Assist with transportation logistics, including wide-load permits, load consolidation, and delivery coordination.

Customer Service & Relationship Management

• Answer incoming calls professionally within three rings whenever possible.

• Respond to quote requests and order placements within one hour.

• Process and enter orders and quotes into the system within four hours of receipt.

• Send weekly production and scheduling calendars to high-volume customers.

• Maintain proactive communication with customers regarding schedules, approvals, and project requirements.

• Verify payment status for cash customers and ensure all balances are paid before jobs are released to production.

• Support customer satisfaction initiatives, online reviews, and community engagement efforts.

Team Collaboration

• Attend and actively participate in daily company meetings with Production and Design Managers.

• Work closely with the Production, Transportation, and Design Departments to ensure efficient workflow and issue resolution.

• Communicate scheduling updates, project priorities, and operational changes to relevant stakeholders.

• Assist the Scheduling Coordinator and other team members with scheduling-related needs and special projects as required.

Qualifications

• Strong organizational and time-management skills.

• Excellent verbal and written communication abilities.

• Ability to prioritize multiple tasks and meet tight deadlines.

• Proficiency with scheduling, order-entry, and customer management systems.

• Strong attention to detail and problem-solving skills.

• Ability to work collaboratively across multiple departments.

• Customer-focused mindset with a commitment to delivering exceptional service.

Work Environment

This role can be fast-paced and occasionally high-pressure due to changing schedules, customer demands, and production requirements. Success in this position requires the ability to think critically, adapt quickly, manage multiple priorities simultaneously, and maintain positive working relationships with the transportation, design, production, and customer service teams.