Project Scheduler

POSITION/TITLE: PROJECT SCHEDULER
DEPARTMENT: T1A&E
MANAGER: PROJECT MANAGER
PAY GRADE: $22.00-27.00 / DOE
DATE: 4/2026
GENERAL DESCRIPTION:
The Project Scheduler is responsible for the effective coordination and management of inspection scheduling and related communications to ensure successful project outcomes. The ideal candidate will possess exceptional organizational, problem-solving, and communication skills to handle scheduling challenges, interact with stakeholders, and support operational efficiency. This role requires regular engagement with property representatives, inspectors, and clients to address scheduling conflicts, resolve issues, and provide timely updates on project progress. The Project Scheduler must maintain a professional, assertive demeanor and be comfortable managing interactions with a wide range of stakeholders, including those in high-stress situations.
ESSENTIAL EDUCATION, EXPERIENCE AND RESPONSIBILITIES:
SCHEDULING AND COORDINATION:
• Manage and oversee inspection scheduling, ensuring adherence to project timelines and quality standards.
• Communicate with property representatives, inspectors, and clients to confirm and adjust schedules as needed.
• Proactively identify and address scheduling conflicts, providing effective solutions in a timely manner.
• Monitor project progress and update schedules, leveraging company software, Excel, and other tools.
• Identify potential risks to project success and completion of all inspections within the contract timeline.
• Share updates on scheduling issues with management and clients and seek guidance to address unique situations.
COMMUNICATION AND STAKEHOLDER MANAGEMENT:
• Maintain frequent and professional communication with properties, inspectors, and clients via phone and email.
• Motivate property representatives to accept assigned dates and navigate high-pressure situations with professionalism and empathy.
• Act as the primary point of contact for scheduling-related inquiries, ensuring timely and effective responses.
DATA MANAGEMENT AND REPORTING:
• Update and maintain accurate records of property contact information and project status using company systems.
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• Prepare and distribute regular updates on scheduling progress and challenges to internal and external stakeholders.
• Generate reports and maintain documentation to support project milestones and compliance requirements.
PROBLEM-SOLVING AND ISSUE RESOLUTION:
• Anticipate potential scheduling challenges and develop contingency plans.
• Collaborate with the project team to address and resolve operational issues as they arise.
• Ensure alignment of scheduling efforts with overall project goals and timelines.
• Assist project team in completing other tasks and assignments as needed, or as directed by Project Manager.
• Other duties as assigned.
JOB QUALIFICATIONS/REQUIREMENTS:
• One (1) to three (3) years of experience in scheduling, coordination, or a related field.
• Strong proficiency in Microsoft Office Suite (Excel, Outlook, Word) and scheduling software.
• Exceptional organizational, time management, and problem-solving skills.
• Excellent verbal and written communication abilities, including a professional and assertive tone.
• Ability to manage high volumes of phone calls and emails with attention to detail and accuracy.
• Experience working in high-pressure environments, demonstrating resilience and adaptability.
• Strong interpersonal skills to build positive relationships with clients, stakeholders, and team members.
• Professional appearance and demeanor.
• Ability to work independently and collaboratively within a team.
• Valid driver's license and compliance with drug-free workplace policies.
• Federal government contracting or employment experience is a plus.
• Ability to obtain and maintain federal installation security clearances as required.
Signature below signifies understanding of above job duties and responsibilities.
Signature: Date: