Scheduling Systems Manager

Sehlhorst Equipment Services LLC; Cleveland (OH); On-site; USD 90,000 - 120,000; Full time

Job summary

Sehlhorst Equipment Services is seeking a Scheduling Systems Manager to own and improve the company-wide Microsoft Project scheduling system, coordinating inputs from estimators, PMs, and foremen to build a resource-loaded schedule across active projects.

You will serve as internal expert on multi-project scheduling, identify conflicts, and produce clear schedules by project, crew, and time period. training and dashboards are part of the role.

Qualifications

• Advanced to expert-level proficiency with Microsoft Project Professional
• Experience with master projects, subprojects, shared resource pools, calendars, task relationships, filters, views, tables, and reporting
• Approximately 3–5 years in scheduling, planning, project controls, operations coordination, or related role
• Strong analytical and organizational skills, with the ability to manage many moving parts

Responsibilities

• Own and maintain the Microsoft Project scheduling environment, including the company master project, individual project files, inserted subprojects, templates, and shared resource pools.
• Consolidate schedule information provided by project managers, estimators, and foremen into accurate, resource-loaded company schedules.
• Track crew assignments, manpower requirements, equipment needs, task timing, and project priorities across multiple active jobs.
• Identify overallocations and scheduling conflicts early, then work with operations leadership to evaluate practical solutions and sequencing options.
• Produce clear job-based schedules, crew-based schedules, look-ahead schedules, manpower views, and other planning reports for field and office use.
• Maintain consistent scheduling standards, calendars, resource naming conventions, custom fields, filters, views, tables, and print layouts.
• Improve the usability and reliability of the scheduling system through templates, macros, dashboards, and repeatable processes.
• Support weekly planning and scheduling discussions by providing current information on upcoming work, crew demand, gaps, conflicts, and schedule changes.
• Train and support SES team members on the parts of Microsoft Project they need to use effectively.
• Partner with leadership over time to improve company-wide production planning, labor forecasting, equipment utilization, and project controls reporting.

Skills

MS Project

Master/Subprojects

Excel skills

Analytical skills

Communication

Tools

Power BI

VBA/macros

Primavera P6

Job description

Sehlhorst Equipment Services (SES) is seeking a highly capable Microsoft Project professional to own, organize, and continuously improve our company-wide scheduling system. This is not a traditional field-planning role. Our estimators, project managers, and foremen define the work, task sequence, durations, and crew requirements. The Scheduling Systems Manager turns that information into a coordinated, resource-loaded schedule that helps SES deploy people and equipment efficiently across multiple active projects.

The successful candidate will serve as the company's scheduling “air traffic controller” - maintaining visibility across projects, identifying resource conflicts before they occur, helping leadership evaluate tradeoffs, and producing clear schedules by project, crew, and time period.

Key Responsibilities

• Own and maintain the SES Microsoft Project scheduling environment, including the company master project, individual project files, inserted subprojects, templates, and shared resource pools.
• Consolidate schedule information provided by project managers, estimators, and foremen into accurate, resource-loaded company schedules.
• Track crew assignments, manpower requirements, equipment needs, task timing, and project priorities across multiple active jobs.
• Identify overallocations and scheduling conflicts early, then work with operations leadership to evaluate practical solutions and sequencing options.
• Produce clear job-based schedules, crew-based schedules, look-ahead schedules, manpower views, and other planning reports for field and office use.
• Maintain consistent scheduling standards, calendars, resource naming conventions, custom fields, filters, views, tables, and print layouts.
• Improve the usability and reliability of the scheduling system through templates, macros, dashboards, and repeatable processes.
• Support weekly planning and scheduling discussions by providing current information on upcoming work, crew demand, gaps, conflicts, and schedule changes.
• Train and support SES team members on the parts of Microsoft Project they need to use effectively.
• Partner with leadership over time to improve company-wide production planning, labor forecasting, equipment utilization, and project controls reporting.

What This Role Is

• This role is responsible for organizing, maintaining, analyzing, and communicating the company schedule.
• This role is expected to become the internal expert on Microsoft Project and multi-project resource scheduling.
• This role is expected to challenge inconsistencies, identify conflicts, and help leadership see the operational consequences of schedule changes.
• This role is NOT expected to independently determine construction means and methods, production rates, or field task sequencing. SES project managers, estimators, and foremen provide that operational input.

Required Qualifications

• Advanced to expert-level proficiency with Microsoft Project Professional.
• Practical experience with master projects, subprojects, shared resource pools, resource assignments, calendars, task relationships, filters, views, tables, and reporting.
• Approximately 3-5 years of experience in scheduling, planning, project controls, operations coordination, or a closely related role. Demonstrated capability is more important than years of experience.
• Strong analytical and organizational skills, with the ability to manage many moving parts without losing detail.
• Ability to identify scheduling conflicts, understand tradeoffs, and clearly communicate options to operations leaders.
• Strong Excel skills and comfort working with structured data.
• Clear communication skills and the ability to work effectively with field personnel, project managers, estimators, and company leadership.

Preferred Qualifications

• Experience in construction, heavy civil, utilities, demolition, earthwork, industrial operations, manufacturing, logistics, or another resource-intensive environment.
• Familiarity with CPM scheduling principles and construction terminology.
• Experience with Power BI, VBA/macros, reporting automation, or other business intelligence tools.
• Experience building scheduling standards, templates, dashboards, or multi-project reporting systems.
• Primavera P6 experience is helpful but not required.

Practical Skills Assessment

Final candidates will complete a practical Microsoft Project exercise designed to reflect the type of work performed in this role. The assessment may include:

• Organizing several project schedules within a master scheduling environment.
• Connecting and managing shared resources.
• Identifying and resolving crew or resource conflicts.
• Producing a project-based and crew-based schedule or look-ahead report.
• Explaining the reasoning behind scheduling decisions and tradeoffs.

SES evaluates demonstrated ability, problem-solving, and system thinking - not simply years of experience or familiarity with construction terminology.

What Success Looks Like

• Leadership can see upcoming manpower and equipment demand across the company at a glance.
• Crew conflicts are identified before they become field problems.
• Project schedules are current, consistent, and easy for field and office teams to understand.
• Weekly planning conversations are based on reliable scheduling information rather than scattered spreadsheets, emails, or verbal updates.
• The Microsoft Project system becomes easier to maintain, more automated, and more useful as SES grows.

About Sehlhorst Equipment Services

Sehlhorst Equipment Services is a Cincinnati-based site work, underground utility, demolition, and earthwork contractor established in 1985. SES operates multiple crews and a substantial fleet of heavy equipment across active projects throughout the region. We are continuing to invest in the systems, people, and technology needed to support the company's growth.

Sehlhorst Equipment Services is an equal opportunity employer.