Crew Scheduler

Job Description

Position Overview

We are seeking a highly organized and detail-oriented Crew Scheduling Coordinator to support the daily scheduling and coordination of a large, high-volume fleet operation . This position will be responsible for ensuring appropriate crew coverage across a large number of vehicles, routes, shifts, and operational assignments.

The ideal candidate is comfortable working in a fast-paced environment where schedules change frequently and requires strong communication, multitasking, problem-solving, and time-management skills.

Key Responsibilities

• Coordinate daily and ongoing crew schedules for a large fleet , ensuring appropriate staffing and coverage for all assigned vehicles, routes, and shifts.
• Develop, maintain, and adjust crew schedules based on operational requirements, employee availability, qualifications, time-off requests, and business needs.
• Monitor daily staffing levels and proactively identify potential coverage gaps, call-outs, schedule conflicts, and operational disruptions .
• Coordinate replacements and reassignments for employees who are absent, late, unavailable, or unable to complete an assigned shift.
• Communicate schedule changes and assignments clearly and promptly to drivers, crew members, supervisors, dispatch, and management.
• Maintain accurate records of employee schedules, assignments, attendance, overtime, time-off requests, and availability.
• Ensure crew assignments align with required licenses, certifications, qualifications, and operational requirements .
• Work closely with Fleet Management, Operations, Dispatch, Human Resources, and field supervisors to maintain adequate staffing levels.
• Monitor fleet activity and make real-time scheduling adjustments when vehicles are added, removed, delayed, or reassigned.
• Assist with planning schedules for peak periods, special events, seasonal demand, and other operational changes.
• Track overtime and help identify opportunities to improve scheduling efficiency and control labor costs.
• Maintain scheduling systems, databases, spreadsheets, and other workforce management tools with a high degree of accuracy.
• Generate scheduling, staffing, attendance, and operational reports for management.
• Respond quickly and professionally to scheduling issues, employee questions, and last-minute operational changes.
• Maintain confidentiality of employee and company information.
• Follow all company policies, safety procedures, and applicable scheduling and labor requirements.

Qualifications

• 2+ years of experience in crew scheduling, workforce scheduling, dispatch, fleet coordination, transportation, logistics, or a similar high-volume environment .
• Experience scheduling a large number of employees, vehicles, routes, or shifts strongly preferred.
• Strong proficiency with Microsoft Office, particularly Excel, Outlook, and scheduling/workforce management systems .
• Excellent organizational and time-management skills.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Strong attention to detail and accuracy.
• Excellent verbal and written communication skills.
• Strong problem-solving and decision-making abilities.
• Ability to remain calm and effective when handling last-minute changes and scheduling emergencies.
• Ability to work independently while collaborating effectively with operations and management teams.
• Flexible availability, including evenings, weekends, holidays, and occasional after-hours support as required.