Scheduling Coordinator

BASIC PURPOSE

This role is responsible for the overall daily planning and scheduling of staff for Airport, Port and Hotel operations; and, supporting all office efforts.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

• Follows all department and company regulations as outlined in the Employee Handbook and Departmental Policy & Procedures.
• Sets an excellent example for others to follow by consistently showing commitment to service focus, displaying cooperation and teamwork, performing duties and conducting self-according to company’s standards.
• Performs to earn management’s full confidence and protects operation by keeping information confidential, and assures discrete handling of all business.
• Performs work according to job requirements and works with accuracy and efficiency.
• Contributes to the department’s effectiveness by offering information and suggestions, integrating objectives with other functions and accomplishing relating results as needed.
• Establishes effective priorities and procedures and updates them to meet changing needs.
• Communicates and updates management on progress of assigned initiatives or related issues that require management’s attention.
• Keeps job knowledge current by staying informed and participating in training programs. Attends department meetings, workshops or seminars as required or when applicable.
• Follows set policies when requesting time off and updates voice-mail/e-mail “Out-of-Office” message prior to taking any time off. Turns over any assignments to back-up, when applicable.
• Responsible for any and all duties as assigned by management.

Key Functions

• Maintains a database on all staff to include their permanent schedules and rank in accordance to their respective performance, accuracy, proficiency, productivity and reliability as related to each specific assignment/position.
• Captures and coordinates staffing for all operational needs: pre/post-cruise, airport, port, hotel, charters and special assignments, port schedules, irregular sailings.
• Coordinates reconfirmation calls to all staff regarding their assigned schedule; pro-actively updates management on the weekly staffing with actual vs. required staffing counts.
• Adheres to and schedules employees, via scheduling program, as outlined in the staffing level guidelines provided by client; identifies staff positions required to meet operational needs and reports to manager; disseminates all schedules and timecards to essential personnel.
• Prepares and broadcasts communication to staff concerning regular and irregular work days (i.e. annual broadcast of ship calendar, memo preparation and dissemination of dry docks, blackout dates).
• Notifies management of any staffing shortages in a timely manner; exhausts all options (i.e. cross department utilization airport/port, split scheduling, recruit in-house assistance) to properly maintain staffing levels before seeking help from an outside agency.
• Serves as back-up to HR Manager in creating port I.D. letters.
• Audit timecards after every sailing to ensure all staff members reported to work and clocked into the Mizzisoft clock and time card according to set guidelines; maintains accountability of all staff per position and shifts; reports any discrepancies and OT immediately to HR Manager.
• Responsible for entering all necessary time edits for all team members to facilitate payroll.
• Maintains a system of processing time off and cruise requests; remains consistent with all guidelines set forth by management.
• Performs quarterly audits of staff timecards to ensure team is meeting department standards and create write-ups for employees that have fallen below departmental standards to be sent to their respective supervisors for dissemination.
• Coordinates all scheduling efforts of a delayed sailing or critical incident under management’s direction.
• Serves as the main point of contact for all clients regarding staffing inquiries. Works to troubleshoot and resolves matters before escalating to management.
• Maintains and builds strong relationships with all clients, outside entities and management team by implementing communication strategies that promote open, honest and effective dialogue.
• Logs all incident reports for all sailings by sorting and placing reports into their respective sub-folder under the department electronic shared folders; ensures all reports are received in a timely manner and follows-up with respective supervisor; advises manager of missing reports on a bi-weekly basis.
• Communicates with manager weekly and provides feedback on any item that needs reviewing or addressing.
• Attends periodical and annual department meetings to discuss new ideas and pending issues.

Qualifications

• Education: High school diploma or equivalent; some college preferred.
• Position requires a minimum of 1 year in workforce planning, scheduling, preferably within the travel industry.
• Proficiency in Microsoft Word, Excel and PowerPoint, required.
• Strong data entry and sorting skills with speed and accuracy. Must be detail-oriented; possess excellent analytical, organizational, written and verbal communication, and interpersonal skills.
• Able to work effectively in a multi-tasked, fast-paced environment, under tight deadlines; and be able to analyze and resolve issues independently.
• Required to be available on weekends, after hours, and on short notice, as requested by management.