Production Scheduling Coordinator

Posted: 12/09/2024

Administrative, Support & Clerical

MAJOR OBJECTIVES:

The main objective of the Production Scheduling Coordinator position is to coordinate and schedule all tree production crews, vehicles, equipment, and materials in order to maximize safety and efficiency of tree production operations. Major objectives include working in conjunction with the sales arborists, Fleet Manager, Arborist Supply Coordinator, PHC Manager and Mulch Manager in order to effectively and efficiently schedule and complete in-field tree production operations. Maintaining consistent and responsive communication with all company support personnel is a vital role of the Production Scheduling Coordinator position. All Kramer Tree Specialists employees are expected to always maintain a positive image and adhere to our core values and Performance Triangle, which involves the balance of safe, productive and quality work practices.

ESSENTIAL FUNCTIONS:

Readily available, easy to approach and highly responsive to client, field staff, sales arborists or any other KTS personnel as it pertains to work orders or request needs during regular business operations of around 5 am – 7 pm.
Ensure the accuracy of all appropriate forms and documents utilized to efficiently schedule tree production crews and all work orders that they carry out, along with assistance with all other departments as necessary and directed.
Be available daily after the daily sheet is compiled for the following day and sent out to all appropriate personnel, must be available to respond and adjust staff and resources relative to any job change orders from sales staff.
Ability to sit for extended periods of time working on a computer at a desk in an open office environment, as well as remotely when necessary.
Ability to work overtime and/or weekends as directed when workload dictates the need.
Coordinate and provide work completion dates in a timely fashion, including internal notification to sales arborists, directly with clients taking into account client requests and demands.
Compiling efficient routing and prioritizing work order completion as dictated by client needs and degree of work as described in work order.
Assuring the appropriate personnel are assigned work that maximizes their safety & productivity while fitting their skill sets and abilities so that they are able to conduct the work safely, productively and professionally and in accordance to the work order specifications.
Compiling data to create reports as requested by the Production & Safety Manager or Director of Operations.
Keeping an organized tracking system to ensure accurate tracking of work backlog.
Review and approve employee timecards daily to maintain accuracy within payroll systems and ensuring accurate allocation of crew hours as they apply to work orders, this will include tracking of billable and non-billable time.
Assure the accuracy of daily sheets to reflect actual production staff activities for the day, being responsive immediately following the daily sheet going out and making adjustments and staff/rep notifications in a timely fashion due to a dynamic scheduling environment.
Maintain, update and enter staff hours, job codes and weekly schedules in payroll system, ensuring accuracy and punctual submittal each week.
Assure that the nightly hook up sheet has all tools, equipment, and machinery, clearly indicated to be loaded onto trucks and ready for work the evening before the scheduled work is to be completed.
Utilize web based GPS and telematic systems for reporting and vehicle monitoring purposes.
Monitor the status of work orders and communicate that to appropriate personnel for timely completion of work orders.
Participate in regularly scheduled production and safety meetings providing pertinent scheduling or operational information for continuous improvement.
Plan weekly and daily activities in advance to ensure appropriate crew coverage and equipment / vehicle availability under all weather conditions and develop a contingency plan in order to make adjustments in a timely fashion.
Initial point of contact for production department field staff as to work order questions, job site needs or equipment/vehicle requirements for the safe and productive completion of each issued work order.
Ensure JULIE tickets are valid and refreshed as needed when doing operations that involving any ground excavation.
Ensure all appropriate documentation is in place and staff are trained for all jobs that require DOT permits or other applicable guidelines and regulations.

REQUISITE KNOWLEDGE, SKILLS, & ABILITIES:

Excellent organizational skills, accuracy and attention to detail.
Ability to be available for client requests, staff needs or KTS employee questions during active operational hours as it relates to work order completion and work order scheduling.
Exceptional client service skills, interaction and flexibility to meet dynamic demands of work order needs.
The proven ability in providing clerical support within an organization and positive interaction working with both office and field personnel, with a positive attitude as well as the ability to handle highly sensitive data in an appropriate manner.
Previous experience in job scheduling and/or project management is preferred.
A background or desire to understand arboriculture and equipment and tools necessary to conduct the work.
The ability to use independent judgment to develop creative solutions to problems that arise.
Excellent communication skills, both written and verbal, in order to communicate with appropriate personnel.
Critical thinking skills with the ability to categorize, prioritize, and communicate information from multiple sources in a fast paced environment.
Computer proficiency – Microsoft Office software including MS Word and Excel, web based tracking software and current CRM software or familiarity with CRM software.

CLICK HERE TO APPLY!

Kramer Tree Specialists, Inc.

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Western DuPage Chamber of Commerce
306 Main St.
West Chicago, IL 60185
Phone: 630-231-3003
Fax: 630-231-3009
Email: team@westerndupagechamber.com

Hours
Monday- Friday: 8:00 AM-Noon 1:00 PM-5:00 PM
Saturday: By Appointment Only
Sunday: Closed

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