Staff Planning Specialist

IKEA; Johor Bahru; On-site; MYR 36,000 - 60,000; Full time

Job summary

IKEA Malaysia in Johor Bahru is hiring for a Staff Planning Specialist to ensure timely, accurate schedules that meet store needs. You will forecast staffing requirements, coordinate with department managers, and implement scheduling solutions to optimise efficiency and customer service.

The role requires weekend and holiday availability, strong Excel skills (VLOOKUP, Pivot Tables), attention to detail, and clear communication.

Qualifications

• Staff scheduling experience
• Experience in customer-focused service industry, retail preferred
• High level of proficiency in MS Office applications (especially MS Excel). Familiar with ‘vlookup’ and pivot table functions
• Attention to detail and possess strong analytical skills
• Strong communication skills
• Willing to work on weekends, shift hours, and public holidays.

Responsibilities

• Ensure staff schedules reflect the people strategy and comply with regional/local guidelines.
• Oversee implementation of scheduling solutions to support optimized staff planning.
• Oversee store staff planning: forecasting, commercial considerations, and scheduling compliance with labor rules.
• Post draft schedules on time, incorporate planned absences, and collaborate with department managers to finalise schedules balancing needs.
• Monitor staff planning and retail KPIs using reports to identify best practices.
• Assist the Staff Planning Manager and Business Navigation Manager with scheduling admin tasks.
• Collaborate with department managers to develop high-quality schedules within forecasted hours reflecting availability and skills.
• Identify opportunities to enhance staff planning and escalate if hours exceed budget.
• Work with managers to develop succession plans for the Staff Planning Specialist role.

Skills

Staff scheduling

Customer service experience

Attention to detail

Analytical skills

Strong communication

Weekend/holiday availability

Tools

MS Excel

Job description

Company Description

The IKEA vision is to create a better everyday life for the many people. We do this by offering a wide range of well-designed, functional home furnishing products at prices so low that as many people as possible can afford them. We operate in Singapore, Malaysia and Thailand – and have an ambitious expansion plan to bring a little bit of Sweden to new markets in the region. We are part of the Ikano Group of companies and the only IKEA franchisee owned by the Kamprad family that founded IKEA.

We also develop, own and operate Shopping Centres that are anchored by IKEA and create walkable communities by including residential, office and other types of real estate in our development plans.

We work towards making sustainability a natural part of our everyday work. We are active in our communities, driving and supporting social initiatives that benefit children, women and the environment.

Job Description

Ensure the timely posting of schedules that meet the store's needs, while continuously identifying and coordinating business opportunities through optimized staff planning focused on coworker, customer, and business priorities.

Your assignment

• Ensure the people strategy is effectively incorporated into coworker schedules by adhering to regional and local principles and guidelines, while providing expertise, support, and training to end-users in scheduling.
• Oversee the implementation of scheduling solutions to ensure they align with and support optimized staff planning practices.
• Responsible for overseeing the store staff planning process, including accurate forecasting, addressing commercial considerations, and ensuring schedules comply with labor regulations and internal guidelines.
• Play a key role in safeguarding the staff planning process, from forecasting to schedule execution, by posting draft schedules on time, incorporating all planned absences, and collaborating with department managers to create final schedules that balance coworker, customer, and business needs.
• Ensure comprehensive follow-up on staff planning and retail KPIs (e.g., process efficiency, staff cost impact) by leveraging accurate reporting to identify best practices and benchmarking opportunities within the regional staff planning matrix.
• Assist the Staff Planning Manager and Business Navigation Manager with administrative tasks related to schedule creation and management.
• Regularly collaborate with department managers to develop, refine, and improve high-quality schedules within forecasted hours, ensuring they accurately reflect current coworker availability and skill sets.
• Identify opportunities to enhance the store staff planning process and promptly escape to the Staff Planning Manager or Business Navigation Manager if scheduled or actual hours exceed the financial framework.
• Collaborate with the Staff Planning Manager and Business Navigation Manager to identify and develop succession plans for the Staff Planning Specialist role.

Qualifications

• Staff scheduling experience and knowledge;
• Experience working in a customer-focused service industry, especially in retail are preferred;
• High level of proficiency in MS Office applications (especially MS Excel). Familiar with ‘vlookup’ and pivot table functions;
• Attention to detail and possess strong analytical skills;
• Strong communication skills;
• Willing to work on weekends, shift hours, and public holidays.

Additional Information

Please apply by 15 September 2026.