Scheduling Coordinator

Motion Recruitment; California; Hybrid; USD 42,000 - 68,000; Full time

Benefits offered by this job

Medical Insurance

Health Savings Account (HSA)

Health and Dependent Care Flexible FS

Voluntary Life Insurance

Long-Term Disability Insurance

Short-Term Disability Insurance

401(k)

Legal and Identity Protection Plans

529 College Saver Plan

Job summary

Motion Recruitment is seeking a Scheduling Coordinator for a 6 Month Contract to Hire engagement. The role offers remote work during the contract with onsite days when converting to full-time, based out of San Francisco.

The position emphasizes coordinating requests, aligning resources, and maintaining data accuracy across systems. The ideal candidate has 2+ years in scheduling or related operations, strong communication skills, and experience with data validation and reporting.

Qualifications

• Bachelor's degree or equivalent professional experience required.
• 2+ years in scheduling, resource coordination, workforce planning, project operations, or related support.
• Experience handling high-volume operational requests across multiple stakeholders.
• Experience with data validation, operational reporting, and process documentation.
• Familiarity with project delivery workflows and utilization concepts preferred.
• Experience supporting training or cross-functional initiatives preferred.

Responsibilities

• Coordinate incoming scheduling requests, validate information and requirements.
• Align resource demand with project timelines, availability and priorities.
• Partner with project managers and teams to clarify needs and provide visibility into demand.
• Resolve scheduling discrepancies and coordinate across multiple systems.
• Provide day-to-day guidance to schedulers and escalate when needed.
• Maintain accurate data across scheduling, reporting, and ops systems.
• Prepare and review reports on demand, scheduling activity, and utilization.

Skills

Scheduling coordination

Resource coordination

Data analysis

Stakeholder management

Communication

Attention to detail

Organizational skills

Process improvement

Education

Bachelor's degree in Business Administration, Operations, Project Management, or related field

Tools

Excel

Scheduling tools

Resource platforms

Job description

Our client is a trusted IT infrastructure and managed services provider serving enterprise customers worldwide. Based out of San Francisco, they are looking to hire a Scheduling Coordinator on a Contract to hire basis.

6 Month Contract to hire (Potential to extend or convert to FT)

Position is remote during contract duration but will require onsite days once converted to FT

Daily Responsibilities

• Request Intake and Validation: Monitor, review, prioritize, and coordinate incoming iRequests and other scheduling requests. Validate required information, including resource requirements, dates, work effort, activity types, WBS details, and supporting documentation before requests are processed.
• Demand and Resource Coordination: Coordinate resource demand across assigned practices or business areas, including new requests, extensions, amendments, cancellations, and other scheduling changes. Support the alignment of resources with project requirements, timelines, availability, and business priorities.
• Practice and Project Partnership: Partner with project managers, practice leaders, resources, and supporting teams to clarify scheduling needs, resolve missing or conflicting information, and provide visibility into open demand, staffing activity, and capacity concerns.
• Complex Request and Exception Management: Research and resolve scheduling discrepancies, duplicate demands, system errors, resource availability concerns, and requests requiring coordination across multiple systems or teams.
• Scheduler Guidance and Operational Support: Provide day-to-day guidance to Schedulers, help determine the appropriate handling of nonstandard requests, and serve as an escalation point when additional review or cross-functional coordination is needed.
• System and Data Accuracy: Maintain accurate resource assignments and demand information across scheduling, reporting, and operational systems. Identify discrepancies and coordinate corrections with the appropriate support teams.
• Reporting and Analysis: Prepare, maintain, and review operational reports related to resource requests, demand, scheduling activity, utilization, data quality, and process performance. Identify recurring issues or trends that may require additional follow-up.
• Process Improvement and Documentation: Identify opportunities to improve scheduling workflows, data quality, reporting, and stakeholder handoffs. Help maintain process documentation, templates, training materials, and team reference resources.
• Training and Stakeholder Support: Provide guidance and training on iRequest requirements, scheduling processes, system usage, and submission best practices. Support working sessions and educational forums for project and practice teams.
• Special Projects and Expanded Operational Support: Support assigned initiatives such as resource demand planning, capacity tracking, CATS communications, timesheet compliance, utilization reporting, Intelligence-team partnerships, and other Scheduling Operations priorities.

Education & Experience Required

• Bachelor’s degree in Business Administration, Operations, Project Management, or related field, or equivalent professional experience.
• 2+ years of experience in a scheduling, resource coordination, workforce planning, project operations, or a related support function.
• Experience reviewing and coordinating high-volume operational requests across multiple stakeholders.
• Experience using resource management, scheduling, enterprise resource planning, reporting, or ticketing systems.
• Experience with data validation, operational reporting, and process documentation.
• Familiarity with project delivery workflows, demand management, resource allocation, and utilization concepts is preferred.
• Experience supporting training, process improvement, or cross-functional initiatives is preferred.
• Operational Excellence: Strong ability to ensure accuracy, consistency, and efficiency in scheduling and request management processes.
• Problem-Solving: Proactive approach to resolving conflicts and escalations with speed and precision.
• Communication: Excellent written and verbal communication skills to collaborate effectively across teams.
• Collaboration: Ability to work closely with Schedulers, practice leads, and resource teams to align on priorities and timelines.
• Attention to Detail: High level of accuracy when managing iRequests, escalations, and resource allocation.
• Organizational Skills: Strong ability to manage multiple requests, tasks, and escalations simultaneously.
• Process Improvement Mindset: Capability to identify opportunities to streamline scheduling processes and implement best practices.
• Technical Proficiency: Competence with scheduling tools, resource platforms, and Excel or similar reporting tools.
• Ownership and Follow-Through: Ability to track open items through resolution, communicate status, and ensure appropriate handoffs are completed.
• Stakeholder Management: Ability to build effective working relationships with project managers, practice leaders, resources, and operational support teams.
• Data Analysis: Ability to interpret scheduling and demand data, identify discrepancies and recurring patterns, and translate findings into actionable follow-up.

You will receive the following benefits:

• Medical Insurance - Four medical plans to choose from for you and your family
• Health Savings Account (HSA)
• Health and Dependent Care Flexible Spending Accounts
• Voluntary Life Insurance, Long-Term & Short-Term Disability Insurance
• Hospital Indemnity Insurance
• 401(k)
• Legal and Identity Protection Plans
• 529 College Saver Plan

Motion Recruitment Partners (MRP) is an Equal Opportunity Employer. All applicants must be currently authorized to work on a full-time basis in the country for which they are applying, and no sponsorship is currently available. Employment is subject to the successful completion of a pre-employment screening. Accommodation will be provided in all parts of the hiring process as required under MRP’s Employment Accommodation policy. Applicants need to make their needs known in advance.