Scheduling Specialist

Health Conservation, Inc. (HCI); Madison (WI); On-site; USD 50,000 - 70,000; Full time

Job summary

Health Conservation, Inc. (HCI) in Madison, Wisconsin is seeking a detail-oriented Scheduling Specialist to coordinate mobile occupational health testing operations. The role requires strong analytical skills and the ability to manage high-pressure situations while ensuring precision in scheduling and logistics.

The ideal candidate will thrive in a fast-paced environment and possess excellent communication skills. HCI offers a comprehensive benefits package for full-time employees.

Qualifications

• Strong analytical and mathematical reasoning skills required.
• Ability to understand operational throughput and workforce variability.
• Exceptional organizational skills and attention to detail necessary.

Responsibilities

• Analyze prior-year testing schedules to determine optimal strategies.
• Coordinate annual occupational health testing visits for clients.
• Monitor and adjust schedules based on operational variables.

Skills

Analytical reasoning

Customer service

Communication skills

Microsoft Excel proficiency

Multitasking

Tools

Microsoft Outlook

Microsoft Word

Job description

Health Conservation, Inc. is a national provider of mobile occupational health screening services supporting manufacturing, industrial, transportation, food processing, energy, and distribution facilities across the United States.

Our scheduling team operates in a fast-paced logistics environment responsible for coordinating mobile occupational testing operations involving technicians, mobile testing units, DOT limitations, client production schedules, crew shifts, manufacturing throughput demands, and routing efficiency.

Position Summary

HCI is seeking a highly detail-oriented Scheduling Specialist capable of operating in a high-pressure operational environment where precision, urgency, and problem-solving are critical.

This role requires an individual who can analyze operational variables, workforce throughput, production-shift structures, routing limitations, and scheduling conflicts while maintaining exceptional customer communication and organizational control.

The ideal candidate thrives under pressure, can rapidly process changing information, understands time-sensitive logistics, and can balance multiple operational priorities simultaneously. This is not a passive administrative role — it is an active operations coordination position requiring intensity, accountability, and strong analytical thinking.

This position reports directly to the Quality Control Manager and works closely with Fleet Operations.

Primary Responsibilities

• Analyze prior-year testing schedules, manufacturing crew structures, and operational history to determine optimal scheduling strategy
• Coordinate annual occupational health testing visits for industrial and manufacturing clients nationwide
• Evaluate workforce throughput, crew sizes, shift variations, travel logistics, technician capacity, and DOT limitations when scheduling appointments
• Sell and secure operationally efficient service dates while balancing client production demands and HCI logistical requirements
• Continuously monitor and adjust schedules based on changing operational variables including client staffing changes, production interruptions, technician availability, weather delays, and routing conflicts
• Work directly with Mobile Van Technicians and Operations Leadership to maintain schedule accuracy and maximize fleet utilization
• Identify scheduling inefficiencies, operational bottlenecks, and mathematical inconsistencies involving technician capacity, travel time, throughput expectations, and testing volumes
• Maintain high levels of accuracy while operating in a fast-moving, deadline-driven environment
• Communicate professionally with client management teams regarding operational requirements, scheduling changes, and service expectations
• Collaborate with the QC Manager to resolve operational discrepancies and scheduling conflicts

Qualifications & Skills

• Maintain a highly professional and confident phone presence while managing high-volume client communication, operational negotiations, scheduling objections, and time-sensitive service coordination
• Strong analytical and mathematical reasoning skills
• Ability to understand operational throughput, workforce variability, shift structures, and time-sensitive logistics
• Ability to remain composed and effective in high-pressure or stressful situations
• Strong multitasking and prioritization abilities
• Exceptional organizational skills and attention to detail
• Ability to identify errors, inconsistencies, and scheduling conflicts quickly
• Excellent verbal and written communication skills
• Strong customer service and relationship management skills
• Proficiency in Microsoft Excel, Outlook, and Word
• Experience in logistics, manufacturing coordination, dispatching, operations planning, workforce scheduling, or transportation scheduling is highly preferred
• Willingness to work overtime as operational demands require

HCI offers a comprehensive benefits package for full-time employees including: