Construction scheduling Coordinator

Tailored Foam, Inc.; Indianapolis (IN); On-site; USD 42,000 - 66,000; Full time

Job summary

Tailored Foam, Inc. is seeking a scheduling and operations administrator to ensure efficient installation crew scheduling, proper provisioning, and accurate payroll and billing support. You will also handle compliance tasks and assist with HR coordination as needed.

The role emphasizes coordinating communications among crews, customers, and project managers, ensuring readiness of jobsites, and maintaining organized records and schedules in a fast-paced field operations environment.

Qualifications

• 3+ years in construction scheduling, dispatch, or project coordination (or a relevant degree with equivalent experience).
• Strong proficiency in Microsoft Excel and Outlook; quick learner of new systems.
• Clear, professional communication; bilingual Spanish/English is a strong plus.

Responsibilities

• Build and adjust daily installation schedules for crews, trucks, materials, and equipment.
• Confirm jobsites are ready and be the main liaison between crews, customers, and project managers.

Skills

Schedule management

Dispatch experience

Project coordination

Communication

Bilingual (Spanish/English)

Tools

Microsoft Excel

Microsoft Outlook

Job description

Description

The Role in Brief

At Tailored Foam, Inc., you are the heartbeat of our field operations. Your primary mission is to ensure our installation crews are scheduled efficiently, supplied correctly, and paid accurately. Administrative, billing, and compliance tasks are also important parts of the role. They support the work of keeping installations organized, crews supplied, and operations running smoothly—they’re complementary responsibilities, not competing priorities.

What You’ll Do

• Master the Schedule: Build and adjust daily installation schedules for crews, trucks, materials, and equipment. You'll also manage lodging logistics for out-of-town jobs.
• Ensure Job Readiness: Confirm jobsites are ready before sending crews. You will be the central point of communication for changes between crews, customers, and project managers.
• Support the Crew: Train field staff on daily time entry and audit weekly records to ensure everyone is paid correctly and on time.
• Financial Tracking: Manage receipts and expenses, prepare weekly job profitability reports, and submit customer billing on schedule.
• Compliance & Records: Keep DOT requirements, safety training logs, and project cost records up to date.
• HR Coordination: Assist with candidate screening and onboarding. You will act as a confidential partner to the Division Manager regarding performance or attendance trends.

Requirements

What We’re Looking For

• Experience: 3+ years in construction scheduling, dispatch, or project coordination (or a relevant degree with equivalent experience).
• Tech Savvy: Strong proficiency in Microsoft Excel and Outlook, with the ability to quickly master new operating systems.
• Communication: A clear, professional communicator. Bilingual (Spanish/English) is a strong plus, as you will interact with field crews daily.
• Soft Skills: Highly organized and detail-oriented. You must be comfortable solving problems and "juggling" schedules when site conditions change.
• Travel: Willingness to travel overnight for initial training and occasionally for business needs.
• Bonus Points: Prior experience with payroll, billing, or DOT compliance.

Basic Screening