Scheduling Coordinator

Your Employer

Dare to join Englobe

At nearly 3,000 people, Englobe is one of Canada's premier firms specializing in professional engineering services, environmental sciences, and soil and biomass treatment.

With offices located across Canada, the United Kingdom and France, we are conveniently located to support large- and small-scale projects, through different stages, in many sectors. Offering a range of value-added services that run the gamut from professional consulting services to turnkey project implementation, Englobe has developed a reputation for integrity, credibility, and people-centered values.

When you choose Englobe, you're choosing a team with a wide range of expertise and a shared concern for the environment and the sustainable development of their communities. At Englobe, the health and safety of our employees is a top priority. We have built a culture of caring and are sincerely committed to diversity and inclusion. In practice, this means we take care of every aspect of the employee experience.

And that's not all... Taking initiative and seizing opportunities for professional development are encouraged. We believe that great ideas can come from anyone, anywhere At Englobe, you'll have the opportunity to grow and excel.

We offer

• A full range of benefits (group insurance with shared costs upon hiring, group RRSP);
• A telemedicine virtual healthcare service;
• An annual reimbursement of sports expenses;
• Opportunities for skills development;
• Flexible hours and ability to compress working hours;
• Internal policy to encourage teleworking.

Choose the path of impact. Join us in creating a positive legacy.

Englobe is committed to providing accommodation to, and working with, applicants with disabilities, to meet their needs throughout the recruitment, selection and/or employment process.

Your Contribution

As a Scheduling Coordinator, you will work in collaboration with the Operations team and your main responsibilities will be:

Administrative tasks (30%)

• Responsible for ensuring consistent application of administrative processes and procedures.
• Respond to incoming and outgoing callers so as to redirect or transfer calls as appropriate.
• Receive phone calls for inspection and testing projects;
• Maintain filing systems and databases;
• Liase with internal and external clients;
• Prepare and manage correspondence and reports
• Accurate data entry and follow-up;
• Perform any other office reception duties

Project Coordination (40%)

• Ensure all required documentation and information are provided to technicians, account managers and customers;
• Coordinate site visits with account managers, technicians, and customers on a regular basis;
• Meet weekly with Operations Manager to discuss efficiency, and scheduling issues;
• Ensure timesheets are reviewed and approved by the deadline;
• Respond to customer enquiries in a timely manner;
• Attend monthly meetings to forecast and prioritize work load;
• Administrative support to Operations Manager as required.
• Create and maintain comprehensive project documentation, plans and reports
• Prepare and manage correspondence and reports;
• Maintain filing systems and databases;

Scheduling (30%)

• Upload and update information in scheduling database as required;
• Send updates and schedule changes to technicians and account managers as they occur.
• Write and organize technician schedules;
• Ensure individual schedules are in compliance with employment standards.
• Ensure that technicians have access to work orders and supplies when sent to a new site;
• Ensure that staff are given sufficient notice by phone prior to any significant schedule changes;
• Interact with account managers and technicians on a regular basis;
• Process data, verify and edit reports as required;
• Complete production of work completed daily for invoicing purposes.

Your Profile

• Bilingual (asset);
• Detail oriented;
• Ability to work within policies and practices of multiple customers;
• Ability to establish and effectively manage numerous priorities and meet deadlines;
• Excellent communication, time management, and problem-solving skills;
• Candidate must be proficient in MS Outlook, Excel, Word, PowerPoint and Internet Explorer;
• Experience with word processing and database management;
• Relevant training in office automation or administration;
• Experience with clerical and admin procedures;
• Experience with document preparation;
• Superior knowledge of Word, Excel and Outlook, essential;
• Reliability, confidentiality and interpersonal skills.

Qualifications:

• Bilingual (asset);
• Detail oriented;
• Ability to work within policies and practices of multiple customers;
• Ability to establish and effectively manage numerous priorities and meet deadlines;
• Excellent communication, time management, and problem-solving skills;
• Candidate must be proficient in MS Outlook, Excel, Word, PowerPoint and Internet Explorer;
• Experience with word processing and database management;
• Relevant training in office automation or administration;
• Experience with clerical and admin procedures;
• Experience with document preparation;
• Superior knowledge of Word, Excel and Outlook, essential;
• Reliability, confidentiality and interpersonal skills.

Responsibilities:

As a Scheduling Coordinator, you will work in collaboration with the Operations team and your main responsibilities will be:

Administrative tasks (30%)

• Responsible for ensuring consistent application of administrative processes and procedures.
• Respond to incoming and outgoing callers so as to redirect or transfer calls as appropriate.
• Receive phone calls for inspection and testing projects;
• Maintain filing systems and databases;
• Liase with internal and external clients;
• Prepare and manage correspondence and reports
• Accurate data entry and follow-up;
• Perform any other office reception duties

Project Coordination (40%)

• Ensure all required documentation and information are provided to technicians, account managers and customers;
• Coordinate site visits with account managers, technicians, and customers on a regular basis;
• Meet weekly with Operations Manager to discuss efficiency, and scheduling issues;
• Ensure timesheets are reviewed and approved by the deadline;
• Respond to customer enquiries in a timely manner;
• Attend monthly meetings to forecast and prioritize work load;
• Administrative support to Operations Manager as required.
• Create and maintain comprehensive project documentation, plans and reports
• Prepare and manage correspondence and reports;
• Maintain filing systems and databases;

Scheduling (30%)

• Upload and update information in scheduling database as required;
• Send updates and schedule changes to technicians and account managers as they occur.
• Write and organize technician schedules;
• Ensure individual schedules are in compliance with employment standards.
• Ensure that technicians have access to work orders and supplies when sent to a new site;
• Ensure that staff are given sufficient notice by phone prior to any significant schedule changes;
• Interact with account managers and technicians on a regular basis;
• Process data, verify and edit reports as required;
• Complete production of work completed daily for invoicing purposes.

Englobe Corp. adheres to employment equity and equal opportunity programs and encourages all women, visible minorities, Aboriginals and disabled persons to apply. Only selected candidates will be contacted.