Scheduling Coordinator

Ultimate Staffing; Baltimore (MD); On-site; USD 45,000 - 65,000; Full time

Job summary

Ultimate Staffing is seeking a Scheduling Coordinator to support production planning by coordinating schedules, tracking progress, and communicating priorities across multiple departments. This role ensures alignment of production requirements, staffing, materials, prepress readiness, and customer timelines to support on-time delivery.

Responsibilities include gathering daily production data, updating schedules, coordinating with leadership, and preparing performance reports.

Qualifications

• Must have strong organizational, planning and time management abilities.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Collaborate effectively across departments.
• Detail-oriented with strong follow-through.

Responsibilities

• Gather and compile daily production data and distribute to stakeholders.
• Maintain and update production schedules based on priorities and capacity.
• Develop daily/weekly schedules balancing workload, staffing, and customer expectations.
• Monitor workflow and adjust schedules to changing priorities.
• Facilitate scheduling meetings and coordinate activities across departments.
• Communicate schedule updates and production status in a timely manner.
• Organize and maintain production documentation and materials.
• Coordinate temporary staffing as needed and assist with workforce scheduling.
• Work with Prepress and other teams to ensure files and materials are ready for production.
• Plan equipment coverage and overtime with operations leadership.
• Prepare and distribute production performance reports.

Skills

Organizational skills

Communication

Multitasking

Cross-department collaboration

Detail-oriented

Problem solving

Scheduling systems proficiency

Tools

Scheduling software

Spreadsheets

Production software

Job description

The Scheduling Coordinator supports production planning and workflow activities by coordinating schedules, tracking progress, and communicating priorities across multiple departments. This role ensures that production requirements, staffing needs, material availability, prepress readiness, and customer timelines are aligned to support efficient operations and on-time delivery.

Key Responsibilities

• Gather and compile daily production data from various departments and distribute relevant information to key stakeholders.
• Maintain and update production schedules based on current priorities, capacity, and operational requirements.
• Collaborate with production leadership to develop daily and weekly schedules that balance workload, staffing, and customer expectations.
• Monitor workflow throughout the production process and adjust schedules as needed to address changing priorities.
• Facilitate scheduling and production meetings, helping coordinate activities across departments.
• Communicate schedule updates, priorities, and production status to team members in a timely and accurate manner.
• Organize and maintain production documentation and ensure required materials are distributed appropriately.
• Coordinate temporary staffing requirements and assist with workforce scheduling as needed.
• Work closely with the Prepress Department and other support teams to ensure files, materials, proofs, and resources are available to support scheduled production activities.
• Assist with planning equipment coverage, operator assignments, and overtime requirements in partnership with operations leadership.
• Prepare and distribute reports related to production performance, scheduling updates, and planned activities.
• Monitor production progress and proactively communicate potential delays, bottlenecks, or scheduling conflicts.
• Coordinate with shipping, warehouse, customer service, and production teams to ensure manufacturing schedules align with delivery commitments.
• Partner with purchasing and inventory personnel to help ensure raw materials and supplies are available to support scheduled production.
• Maintain ongoing communication with department leaders regarding schedule changes, production priorities, and resource requirements.

Qualifications

• Strong organizational, planning, and time management skills.
• Excellent verbal and written communication abilities.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong collaboration skills with the ability to work effectively across departments.
• Sound judgment and professionalism when interacting with colleagues and stakeholders.
• Detail-oriented with a focus on accuracy and follow-through.
• Ability to identify issues, prioritize tasks, and implement practical solutions.
• Proficiency with scheduling systems, spreadsheets, and production-related software.
• Previous experience in production scheduling, manufacturing, printing, operations, supply chain, or a related environment preferred.
• Familiarity with prepress, production workflows, scheduling processes, and continuous improvement concepts is a plus.

Performance Expectations

• Accuracy and effectiveness of production schedules.
• Timely communication of priorities and schedule changes.
• Ability to support operational efficiency and workflow continuity.
• Quality and completeness of reporting and documentation.
• Effective collaboration with production, prepress, purchasing, warehouse, shipping, and administrative teams.
• Consistent achievement of deadlines while maintaining a high level of organization and professionalism.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.