Scheduling Coordinator

Backroads; Salt Lake City (UT); On-site; USD 55,000 - 75,000; Full time

Job summary

Backroads in Salt Lake City, UT (and Pernes Les Fontaine, France) seeks a Scheduling Coordinator to manage Field Staff scheduling for trips, Van/Trailer logistics, and cross‑team liaison across Global Operations, Trip Development, Leadership Development, and Scheduling teams.

You will train and guide the Scheduling Team, align regional schedules, and communicate changes with kindness and transparency. Experience with Trip Leaders, TPS, and Backroads is highly valued.

Qualifications

• Trip Leader or TPS experience.
• Superb organizational skills and enjoy solving puzzles, especially in urgent situations.
• The ideal candidate also recognizes the impact this role has on communicating with the Field, creating a positive understanding of Scheduling, and being an ambassador of Backroads.
• Detail‑oriented, analytical, enjoys solving problems.
• Must be able to self‑direct, work independently and work effectively as part of a team.
• Backroads experience!
• Any amount of Backroads field experience is helpful to give context to the schedule.
• Good judgement: Sharp, resourceful, socially intelligent, and teachable.
• Teamwork: Prepared, communicative, open‑mind, and work ethic (hardworking, grit, resilience).
• Ability to be discreet and professional with employee performance information.
• Experience with Microsoft Office Suite, particularly Excel and Word, as well as a demonstrated ability to learn new systems.
• Listening Skills – ability to follow tasks to exact requirements.
• Time Management – manage time effectively to complete all required tasks.
• Stress Management – can stay calm in fast‑paced work environment.
• Maintain positive and professional attitude.
• Communication: able to communicate verbally and in email in a clear, concise, kind, empathetic, and direct manner.
• Excellent written and verbal communication skills in English.
• H&T or FE experience is a plus.

Responsibilities

• Build, maintain and audit unit schedules (and occasionally Field Staff schedules) for efficiencies and optimal guest experience.
• Schedule unit (van’s and trailers) loads, drives, unloads, end of season maintenance to move equipment as efficiently as possible.
• Unit consolidation – track unit moves and ensure newly moved units are lining up to their new schedule, accounting for newly added private trips, Rendezvous trips, etc.
• Work with Operations managers to make sure all are aligned on unit consolidation, special needs, etc.
• Own all scheduling‑related communication with Operations.
• Provide keen logistics support, while also supporting our ethos of communicating with all field staff with kindness, intentionality and transparency.
• Field Staff Scheduling: partner with other Schedulers to own the Field Staff Scheduling process.
• Assign leaders to trips following the guidelines and parameters that are in place to guide your decision‑making, considering carryover, language skills, depth of experience and preferences.
• Partner and meet with assigned Regional Managers (RM’s) to review their regions’ schedules.
• Schedule Field Staff on drives, FAMs, travel days, trainings, etc.
• Work with Scheduling team to review and audit the schedule before publishing each month.
• Answer Field Staff questions via email using a clear, kind, educational, direct, and empathetic tone.
• Update schedules to account for enrollment changes, trip cancellations/additions, unit changes or changes in leader availability.
• Run and understand audits to monitor all changes to the schedule.
• Problem‑solve to cover dropped schedules, using the set parameters.
• Communicate schedule changes via ATLAS and email to field staff, applicable office staff, and RLs/RDs.

Skills

Trip Leader experience

TPS experience

Organizational skills

Backroads experience

Communication

Problem solving

Self-direction

English communication

Tools

Excel

Word

Microsoft Office

Job description

Excited to grow your career? We value our talented employees, and whenever possible strive to help one of our associates grow professionally before recruiting new talent to our open positions. Our people make all the difference in our success.

Job Summary: LD manages all things Field Staff: Recruiting, hiring, training, onboarding, offboarding, Field Staff pay, scheduling, performance management, mentor program, returning Field Staff training, Field Staff communication, support etc. We’re passionate about people, our quality, and creating an environment where Field Staff feel valued and inspired to grow.

The Scheduling team plays a key role in supporting this mission by ensuring trips operate with the highest possible quality and our Field Staff feel satisfaction with their schedules. So, we must ask: Are you passionate about our Backroads community? Do you want to have a direct impact on our culture and quality? Do you want to make a difference in our Field Staff’s experience? Do you enjoy helping others? Do you want to contribute to Backroads at a higher level, learn more about the “business side” of things, grow professionally (and personally) and elevate your leadership working with multiple departments?

As a Scheduling Coordinator, you will ensure that all Field Staff and equipment (vans and trailers) are scheduled in a timely manner to appropriately run Backroads trips, and work as a liaison between the Global Operations Teams, Trip Development Team, Leadership Development Team, and the Scheduling Team. Additionally, you will support the Scheduling Team through providing training, guidance and feedback as it relates to the needs of the schedule and business.

Role Details

This full‑time scheduling role will be based in Salt Lake City, Utah, or Pernes Les Fontaine, France. The role will assist with the scheduling of Trip Leaders, TPS, and our vans/trailers.

Responsibilities and Duties

• Build, maintain and audit unit schedules (and occasionally Field Staff schedules) for efficiencies and optimal guest experience.
• Schedule unit (van’s and trailers) loads, drives, unloads, end of season maintenance to move equipment as efficiently as possible.
• Unit consolidation – track unit moves and ensure newly moved units are lining up to their new schedule, accounting for newly added private trips, Rendezvous trips, etc.
• Work with Operations managers to make sure all are aligned on unit consolidation, special needs, etc.
• Own all scheduling‑related communication with Operations.
• Provide keen logistics support, while also supporting our ethos of communicating with all field staff with kindness, intentionality and transparency.
• Field Staff Scheduling: partner with other Schedulers to own the Field Staff Scheduling process.
• Assign leaders to trips following the guidelines and parameters that are in place to guide your decision‑making, considering carryover, language skills, depth of experience and preferences.
• Partner and meet with assigned Regional Managers (RM’s) to review their regions’ schedules.
• Schedule Field Staff on drives, FAMs, travel days, trainings, etc.
• Work with Scheduling team to review and audit the schedule before publishing each month.
• Answer Field Staff questions via email using a clear, kind, educational, direct, and empathetic tone.
• Update schedules to account for enrollment changes, trip cancellations/additions, unit changes or changes in leader availability.
• Run and understand audits to monitor all changes to the schedule.
• Problem‑solve to cover dropped schedules, using the set parameters.
• Communicate schedule changes via ATLAS and email to field staff, applicable office staff, and RLs/RDs.

Qualifications

• The ideal candidate has Trip Leader or TPS experience.
• They have superb organizational skills and enjoy solving puzzles, especially in the midst of urgent situations.
• The ideal candidate also recognizes the impact this role has on communicating with the Field, creating a positive understanding of Scheduling, and being an ambassador of Backroads.
• Detail‑oriented, analytical, enjoys solving problems.
• Must be able to self‑direct, work independently and work effectively as part of a team.
• Backroads experience!
• Any amount of Backroads field experience is helpful to give context to the schedule.
• Good judgement: Sharp, resourceful, socially intelligent, and teachable.
• Teamwork: Prepared, communicative, open‑mind, and work ethic (hardworking, grit, resilience).
• Ability to be discreet and professional with employee performance information.
• Experience with Microsoft Office Suite, particularly Excel and Word, as well as a demonstrated ability to learn new systems.
• Listening Skills – ability to follow tasks to exact requirements.
• Time Management – manage time effectively to complete all required tasks.
• Stress Management – can stay calm in fast‑paced work environment.
• Maintain positive and professional attitude.
• Communication: able to communicate verbally and in email in a clear, concise, kind, empathetic, and direct manner.
• Comfortable “holding the line” or delivering “bad” news and explaining why.
• Excellent written and verbal communication skills in English.
• H&T or FE experience is a plus.

I can't imagine a better way to travel the world than under your own power and in the company of like‑minded adventurers. Sure, Backroads provides superb accommodations and meals, amazing Trip Leaders and unforgettable local encounters. But whether you’re sticking with the group or breaking off on your own, all of our planning and support are ultimately aimed at one simple thing: giving you the flexibility you need to discover the world on your own terms.

Tom Hale, Founder & President