Systems and Scheduling Coordinator

3 months ago

Vancouver, Canada BLACKBIRD SECURITY INC. Full time

Blackbird Security is looking for a **Systems and Scheduling Coordinator** to join our headquarters team in **Vancouver BC.**
- Blackbird Security Inc. gratefully acknowledges that the land on which we gather and help steward is the unceded and traditional territories of the xʷməθkwəyəm (Musqueam), Skwxwú7mesh (Squamish) Nation, and Səlílwətaʔ/Selilwitulh (Tsleil-Waututh) Nation._

**Role Summary**:
As a Systems and Scheduling Coordinator, you will play a crucial role in ensuring the smooth operation of our security scheduling processes. With strong organizational and time-management skills, you will support our field operations and management teams in scheduling and staffing their regions effectively. This role involves managing daily scheduling and time approvals, troubleshooting system issues, and maintaining accurate schedules across all sites. Additionally, you will assist with training, audits, and ad-hoc projects to improve operational efficiency.

Are you a highly organized, detail-oriented professional with a passion for problem-solving? If you thrive in fast-paced environments, enjoy working with data and are eager to learn new systems, we’d love to hear from you This role offers the opportunity to make an impact while working closely with a supportive team and growing your career in a dynamic and fast-growing industry.

In this role, you will report directly to the National Scheduling and Control Center Manager and work closely with the executive team to ensure seamless operations.The schedule for this role is between Sunday to Thursday.

**Key Responsibilities**:

- Oversee daily time approvals and scheduling through TrackTik, ensuring accuracy in shift assignments and resolving sign-in/sign-out issues faced by security personnel.
- Review, approve, and help create weekly schedules, aligning them with client needs, especially for the high-priority national contracts.
- Regularly monitor schedules to identify and fill any vacant shifts, ensuring full coverage across all sites.
- Troubleshoot scheduling conflicts, sign-in/sign-out discrepancies, and respond to last-minute scheduling changes.
- Communicate promptly with security staff regarding late arrivals and adjust schedules as necessary.
- Liaise with clients and local management teams to inform them of scheduling changes or delays.
- Maintain and administer the TrackTik system, ensuring data accuracy and functionality.
- Conduct regular scheduling audits, identifying discrepancies with shifts that violate the company's operational policies to ensure compliance.
- Assist the National Scheduling Manager in scheduling maintenance and system-related tasks.
- Identify training needs based on audit findings and collaborate with relevant teams to coordinate appropriate training.
- Assist in onboarding and training new staff on scheduling systems and procedures.
- Contribute to the development and maintenance of standard operating procedures, policies, and training materials to streamline scheduling operations.
- Collaborate with the payroll and accounts receivable teams to resolve any scheduling-related billing issues.
- Effectively communicate with internal teams, providing timely updates on scheduling, audits, and system changes.
- Participate in ad-hoc projects and support the National Management team in achieving organizational goals.

**Requirements**:

- Diploma or degree in Business Administration, or a related field.
- Minimum 2 years of experience in scheduling, systems administration, or a similar role, preferably within the security industry is required.
- Proficiency in Microsoft Office Suite and Google Suite.
- Experience with scheduling software systems (TrackTik or similar systems is required).
- Knowledge of time approval systems and auditing processes is required.
- Ability to quickly learn and adapt to new software and technology.
- Strong organizational skills and attention to detail.
- Excellent time-management skills with the ability to prioritize tasks in a fast-paced environment.
- Strong problem-solving and troubleshooting abilities, particularly in managing scheduling conflicts.
- Professional communication skills, both written and verbal, with the ability to interact with clients, team members, and management.
- Ability to work independently as well as collaboratively within a team.
- Flexibility and adaptability in managing changing schedules or urgent requests.
- A proactive approach to improving processes and supporting team goals.
- Availability to work Sundays to Thursdays.
- **About Blackbird Security**_

We are a leading security services provider founded in 2015, and headquartered in Vancouver, BC. Committed to offering the professionalism of a large corporation while maintaining the flexibility and personal care of a small business, we specialize in customized physical security solutions, serving clients nationwide.
- Joining Canada's fastest-growing National Security Company is not just a job - it's a

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