Field Installation Team Coordinator

Simon Hegele Healthcare Solutions; Chicago (IL); On-site; USD 60,000 - 90,000; Full time

Job summary

Simon Hegele Healthcare Solutions in Chicago is seeking a highly organized Project Scheduler / Dispatcher to coordinate field resources, optimize project timelines, and serve as the central hub between project teams, back office and customers.

You will plan weekly installation schedules for field installers across the country, balancing certifications, skills, and geography to maximize resource efficiency while maintaining exceptional service.

Qualifications

• High school diploma or equivalent required.
• 2–3 years in dispatching, scheduling, logistics coordination, project coordination, or operations support.
• Experience with scheduling, dispatch, ERP or workforce management systems.

Responsibilities

• Create, maintain, and publish weekly schedules for field personnel and project teams.
• Assign technicians, crews, vehicles, equipment, and other resources based on availability, qualifications, certifications, and geographic location.
• Balance workforce capacity with project timelines and customer requirements.
• Identify and resolve scheduling conflicts, coverage gaps, and last-minute changes.
• Serve as the primary point of contact for daily dispatch activities.
• Communicate work assignments, schedule updates, and project changes to Operational Admin Team
• Provide timely project escalations to operations and key stakeholders and come up with proactive solutions to any evolving issues.
• Maintain accurate scheduling, dispatch, and project records within company systems.
• Update job statuses, resource assignments, and project notes.
• Ensure project documentation and operational records are complete and accurate.
• Maintain confidentiality of company, customer, and personnel information.

Skills

Scheduling

Resource planning

Dispatch coordination

ERP systems

Excel

Outlook

Communication

Organization

Time management

Attention to detail

Education

High school diploma

Associate's or Bachelor's degree (preferred)

Tools

ERP software

Scheduling software

Dispatch software

Microsoft Office

Job description

When you work at Simon Hegele Healthcare Solutions, you're connected to diverse communities working together to solve the most critical healthcare challenges. Our customers, medical device manufacturers, value innovation and count on us to provide specialized installations and logistics services.

When you join our diverse team, you will collaborate and learn alongside employees from all areas of our company. We are dedicated to giving our employees a home for personal and professional growth.

We are seeking a highly organized and detail-oriented Project Scheduler / Dispatcher to coordinate field resources, optimize project schedules, and support successful project execution. This role serves as the central hub between project teams, back office and customers to ensure resources are deployed efficiently and projects stay on schedule. This role is responsible for the weekly planning of installation schedules for our field installers based on their geographic location (we operate nationwide), modality certifications and skills set to maximize resource efficiencies.

The ideal candidate thrives in a fast-paced environment, excels at multitasking, and possesses strong scheduling, logistics, and communication skills. This position requires the ability to quickly adapt to changing priorities while maintaining exceptional customer service and operational efficiency.

Essential Position Functions:

Scheduling & Resource Planning

• Create, maintain, and publish weekly schedules for field personnel and project teams.
• Assign technicians, crews, vehicles, equipment, and other resources based on availability, qualifications, certifications, and geographic location.
• Balance workforce capacity with project timelines and customer requirements.
• Identify and resolve scheduling conflicts, coverage gaps, and last-minute changes.

Dispatch & Operations Coordination

• Serve as the primary point of contact for daily dispatch activities.
• Communicate work assignments, schedule updates, and project changes to Operational Admin Team
• Provide timely project escalations to operations and key stakeholders and come up with proactive solutions to any evolving issues.

Administrative & System Management

• Maintain accurate scheduling, dispatch, and project records within company systems.
• Update job statuses, resource assignments, and project notes.
• Ensure project documentation and operational records are complete and accurate.
• Maintain confidentiality of company, customer, and personnel information.

Competency Requirements:

• High school diploma or equivalent required.
• Associate's degree or Bachelor's degree in Business, Operations, Logistics, Supply Chain, Project Management, or a related field preferred.
• Minimum 2–3 years of experience in dispatching, workforce scheduling, logistics coordination, project coordination, or operations support.
• Experience coordinating multiple projects, crews, or field resources simultaneously.
• Proficiency with scheduling, dispatch, ERP, or workforce management systems.
• Strong Microsoft Office skills, particularly Excel and Outlook.

General Requirements:

Technical Skills

• Scheduling and workforce planning
• Logistics and transportation coordination
• Resource allocation and capacity planning
• ERP, scheduling, and dispatch software proficiency

Professional Skills

• Excellent verbal and written communication
• Ability to prioritize and manage multiple tasks
• Exceptional attention to detail
• Strong organizational and time-management skills

Analytical Skills

• Problem-solving and decision-making
• Schedule optimization
• Critical thinking and resource planning
• Ability to analyze operational challenges and implement effective solutions

Personal Attributes

• Adaptability in a fast-paced environment
• Accountability and ownership
• Professionalism and confidentiality
• Team-oriented mindset with strong interpersonal skills
• Ability to work independently and autonomously
• Ability to work weekends and after normal business hours

Preferred Qualifications:

• Experience supporting field service, construction, healthcare equipment installation, or technical operations environments.
• Knowledge of transportation and logistics processes.
• Experience working with geographically dispersed teams.