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. General 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 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. Coordinates staffing for all operational needs: pre/post-cruise, airport, port, hotel, charters and special assignments, port schedules, irregular sailings. Performs 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. #J-18808-Ljbffr