Client Project Coordinator

Job Description

Job Description

Traffic Control Solutions is seeking a Scheduling Project Coordinator to join our team! The Scheduling Project Coordinator is the operational hub that turns sales/quotes into staffed, compliant lane-closure jobs. They plan crews and equipment, assign jobs on the Master Work Schedule, dispatch crews from the yard, keep correct timekeeping and documentation, and function as the primary communications link between clients, field crews (TCT / STCT / STCC), and management to ensure safe, on-time traffic control operations. This positions communicates with our clients project managers ensuring compliant and efficient crews that meet budgeting requirements. Monitoring our crews compliance and quality of service onsite would also fall under this position.

​ Qualifications:

• Earlier experience in customer service, sales, or other related fields
• Ability to build rapport with clients.
• Ability to prioritize and multitask.
• Positive and professional demeanor
• Excellent written and verbal communication skills
• 1–3+ years’ experience in dispatch, scheduling, or operations (preferably in traffic control, construction, utilities, or transportation).
• Strong critical thinking skills.
• Ability to manage and dispatch crews from multiple locations.
• Strong Excel / Google Sheets skills and comfort with live schedule spreadsheets.
• Excellent verbal and written communication; calm under pressure and able to triage multiple interruptions.
• Understanding costs associated to scheduling and coordination.
• Ability to work early starts and occasionally manage after-hours emergencies.
• Understand customers’ after-hours needs and the ability to answer their calls and requests, providing solutions to meet their requests as per our contract terms.

Schedule & Assign:

• Maintain and update the Master Work Schedule (assign client, quote number, on-site time, crew size, equipment — e.g., TMAs, cone truck, light tower). Match jobs to crew classifications and certifications (Flagger, TCT, STCT, STCC/TCC) and ensure only properly certified personnel are scheduled for prevailing-wage or DOT jobs.
• Provide around-the-clock service at our client’s requests and changes to their schedules.

Dispatch & Coordination

• Dispatch crews from the office managing the yard supervisors (confirm “leave yard time” / actual leave time), route crews, and confirm arrival and set-up notifications. (Includes calling/ texting crews, communicating via radio/phone, and updating the schedule.)
• Notify and coordinate with client contacts, project leads, and the on-site TCC/STCC as needed (e.g., when lane closure is set up/removed or exceeded).

Compliance & documentation

• Ensure correct timekeeping and documentation for every dispatch (departure/arrival times, travel exceptions, equipment used), using GPS and cameras approving hours for the payroll department.
• Verify crew credentialing when hiring TCT's (flagging cert [ATSSA], medical card, valid driver’s license, current MVR) and managing new employees training.

Operational support

• Coordinate equipment/vehicle scheduling and basic inventory (cone trucks, TMAs, light towers, attenuators).
• Reassign crews rapidly for emergencies, overtime situations, or job overruns; manage follow-up when job duration is exceeded.

Communication & escalation

• Serve as point of contact for field crews and client site contacts during operations; escalate incidents/accidents per company policy (and ensure incident reporting to management and needed emails).

Day-to-day / sample checklist

1. Review and update the Master Work Schedule each morning; confirm crews are on time, onsite, and have met with their clients. Evaluate crews’ quality of service and adhering to DOT and TCS policies.
2. Managing disciplinary actions needed based on driving scores and performance of lane closures provided via GPS camera review.
3. Dispatch crews: communicate leave-yard time, route, client contact, and needed setup times. Monitor in-day changes (delays, overrun, weather, equipment failure); reassign crews and notify stakeholders.
4. Confirm job completion, record actual leave/return times, equipment usage, and note any incidents.
5. End-of-day: update schedule, flag outstanding issues, prepare next-day dispatch list.

Tools & systems

• Master Work Schedule (Google Sheets / internal spreadsheet) primary scheduling tool.
• Using Connecteam as primary source of managing TCT in the field and with communicating outside of work.
• GPS/telematics and timekeeping system for verifying departure/arrival and travel claims.

Nice to have:

Familiarity with MUTCD/ATSSA rules, prior experience with telematics/GPS logs, dispatch software.

Success metrics / KPIs

• On-time dispatch rate (crew leaves yard on scheduled time).
• Job coverage / crew use (percentage of scheduled jobs staffed without last-minute reshuffles).
• Schedule accuracy (fewer post-dispatch corrections).
• Overtime control (minimize unnecessary overtime through optimized routing/assignment).
• Compliance rate (no mismatches between job requirement and crew certification).
• Client satisfaction / on-site communications score.

A message from the CEO:  

Thank you for taking the time to read all this information. Our company is a remarkably busy day and night service provider of traffic control to the state of New York, New Jersey, and other clients. This position is a high-paced problem-solving, multi-tasking with diligence, the ability to manage, and the want to satisfy our clients. Being married to your phone and taking phone calls even outside of office hours are common. The rewards for this position can be investment in sales leading to commissions as well as executive positions. Please make sure you have the time, the hunger, and the commitment for this type of position.