Crew Scheduler

Job Description

Roles & Responsibilities

Crew Scheduler

Position Overview

A Crew Scheduler is responsible for organizing and managing the work schedules of a company’s crew members, ensuring that all staffing needs are met efficiently and within legal and company guidelines. This role is essential in industries such as aviation, transportation, logistics, and entertainment, where crews are vital to operations. The scheduler must be detail-oriented, capable of managing multiple tasks simultaneously, and be proficient in handling any last-minute changes or disruptions to schedules.

Key Responsibilities:

1.Schedule Creation and Maintenance:

Ø  Develop and manage crew schedules to ensure optimal coverage for all shifts and operational requirements.

ØCoordinate and assign crew members to specific tasks, flights, routes, or projects based on availability, qualifications, and regulatory compliance.

ØEnsure compliance with labour laws, company policies, and safety regulations related to work hours, rest periods, and certifications.

2.Crew Assignment and Tracking:

Ø Assign crew members to specific roles and ensure they are aware of their shift times and responsibilities.

ØMonitor attendance, work hours, and punctuality, addressing any issues that arise with scheduling or performance.

ØMaintain records of crew qualifications, certifications, and licenses, ensuring that they are up to date for each assignment.

3.Communication and Coordination:

ØAct as the primary point of contact for crew members regarding scheduling changes, assignments, or issues.

ØCommunicate schedule changes, cancellations, or delays promptly to affected crew members.

ØCoordinate with other departments (such as operations, HR, and management) to ensure smooth operations and timely crew assignments.

4.Conflict Resolution:

ØResolve scheduling conflicts, such as overbooked shifts, absenteeism, or last-minute changes, in a way that maintains operational efficiency.

ØWork with crew members to accommodate time-off requests, shift swaps, or emergency changes while ensuring that staffing levels are maintained.

5.Data Management and Reporting:

ØMaintain accurate records of crew schedules, hours worked, and other relevant data.

ØGenerate reports for management on crew productivity, hours worked, compliance with regulations, and any staffing challenges.

ØEnsure all scheduling information is documented in the scheduling software or database used by the company.

6.Compliance and Safety:

ØEnsure that all scheduling practices comply with industry regulations, including union agreements, labor laws, and safety standards.

ØVerify that crew members are not scheduled to exceed legally mandated working hours and that they receive required rest periods.

7.Technology Use:

ØUtilize scheduling software, databases, and other tools to create and update crew schedules efficiently.

ØStay updated on new technologies or scheduling tools that may enhance operational efficiency.

8.Emergency or Special Circumstances:

ØIn the event of emergencies (e.g., weather disruptions, crew illness, etc.), quickly adjust crew assignments and schedules to minimize impact on operations.

ØEnsure that any changes to schedules due to special circumstances are communicated clearly to affected personnel.

Required Skills and Qualifications:

Experience:
ØPrevious experience in scheduling, crew management, or related administrative roles (specific to the industry may be required, such as aviation, transportation, etc.).

ØFamiliarity with scheduling software (e.g., CrewTrac, AIMS, or other industry-specific systems).

Skills:
ØExcellent organizational and time management skills.

ØStrong attention to detail and the ability to manage complex schedules.

ØEffective communication skills, both written and verbal.

ØAbility to handle high-pressure situations and resolve conflicts effectively.

Ø Proficiency with office software (e.g., Microsoft Office Suite) and data management systems.

· Certifications (if applicable):

ØDepending on the industry, certifications in scheduling software or specific regulatory training may be required (e.g., FAA certifications for aviation schedulers).

·Problem-Solving Abilities:

ØAbility to manage multiple tasks and solve problems quickly, especially during high-stress situations.

Working Conditions:

·May require flexibility in working hours, including evenings, weekends, and holidays, depending on the industry.

·Some positions may require working in shifts or during on-call hours, especially in industries like aviation or transportation.

·Typically based in an office environment, but travel or site visits may be required depending on the company’s operations.

Preferred Qualifications:

·Experience in the specific industry (e.g., aviation, shipping, etc.).

·Bachelor’s degree or relevant certification in business administration, logistics, or related field.

·Knowledge of industry regulations related to crew scheduling, safety, and labor laws.