Admin with Workforce Scheduling Experience

*** Please include your resume and a cover letter with the number 650 as the subject header along with outlining your relevant experience and qualifications, to be considered for an interview, otherwise your application will be rejected. ***


Job Title: Admin with Workforce Scheduling Experience

Job Summary:

We are looking for a highly organized and detail-oriented Administrator with Workforce Scheduling Experience to manage and coordinate staffing schedules, ensuring the right employees are working on the right thing at the right time. This role requires effective communication, problem-solving skills, and a strong ability to multitask in a fast-paced environment. The ideal candidate will also provide general administrative support to ensure smooth department operations.

Key Responsibilities:

1. Workforce Scheduling:
a. Create, update, and manage daily, weekly, and monthly staff schedules based on business requirements and employee
availability.
b. Monitor, track and adjust schedules to address sick leave, vacation, personal time and urgency of tasks.
c. Coordinate with the team and the client to ensure the proper staffing levels are maintained.

2. Communication & Coordination:
a. Serve as the point of contact for staff regarding schedule changes.
b. Communicate with employees to confirm availability and adjust shifts accordingly.
c. Notify team members about upcoming shifts, shift changes, or cancellations in a timely manner.
d. Manage and communicate any schedule adjustments.

3. Employee Deliverables & Task Completion:
a. Track employee deliverable timelines and task activities.
b. Ensure employees adhere to the expected delivery of tasks and resolve any conflicts or discrepancies.

4. Workforce Reporting, Documentation and Optimization:
a. Maintain accurate records of employee schedules, time-off requests, and attendance.
b. Monitor workforce performance and suggest improvements in scheduling practices to optimize productivity and
employee satisfaction.
c. Assess staffing needs based on workload projections, employee performance, and historical trends.
d. Identify and recommend strategies for improving shift coverage, reducing overtime, and ensuring the team works
efficiently.


Administrative Support:

•Provide general administrative support, including filing, and organizing documents.
•Manage client communication and email inbox management.
•Assist with special projects and tasks as required by management.
•Problem Solving & Conflict Resolution:
•Resolve scheduling conflicts, including accommodating last-minute time-off requests and unplanned absences.
•Address employee concerns related to their schedules and work shifts, ensuring positive employee relations.
•Proactively handle and escalate issues related to workforce shortages, excessive overtime, or operational disruptions.



Skills and Qualifications:

•Experience: Minimum of 1-2 years in administrative and scheduling roles with ability to assign and manage tasks for 10-15 people.
•Communication: Strong verbal and written communication skills for interacting with employees and management. Preferably someone who has experience in client management and/or Executive assistance.
•Problem-Solving: You are detail oriented and able to troubleshoot issues and resolve conflicts quickly and efficiently.
•Technology Proficiency: Experience in using Airtable or other Project Management software, Microsoft Office Suite (Excel, Word), and communication tools (e.g., email, Slack).
•Time Management: Proven ability to meet deadlines and adjust priorities based on changing business needs.
•Interpersonal Skills: Ability to maintain positive relationships with employees, team members, and management.


This post is open for Full time and/or part time.



*** Please include your resume and a cover letter with the number 650 as the subject header along with outlining your relevant experience and qualifications, to be considered for an interview, otherwise your application will be rejected. ***