Project Scheduler & Coordination Specialist

source:jobs.fivesgroup.com POSITION SUMMARY Fives Intralogistics Corp. is seeking a proactive Project Scheduler & Coordination Specialist to serve as the "central hub" for complex project portfolios. Reporting to the Senior Manager of Project Portfolio, this hybrid role acts as the primary liaison between sales, project management, and field execution. You will be responsible for bridging the gap between high-level strategy and daily operations, ensuring all moving parts from subcontractor scheduling to scope validation remain aligned with milestones, budgets, and quality standards. The ideal candidate is a technical expert in Integrated Master Schedules (IMS) and a gifted communicator who can foster team cohesiveness. Beyond tracking administrative and technical progress, you will be expected to resolve critical challenges with creativity and drive continuous process improvements. We are looking for a self-sufficient leader who can navigate competing priorities and make tough decisions to deliver maximum value to the business and its stakeholders. CHARACTER QUALIFICATIONS 1. Integrity – Is open, honest, and committed to giving the straight story every time – even when not good. 2. Ownership – Takes full, personal, individual, responsibility for their actions and work. 3. Innovation – Creates a culture of relentless improvement of products and processes to make every day better. 4. Service – Serves our clients, families, communities, and most of all, our people who are empowered to and safe in making decisions and taking actions that dare to make us better. ESSENTIAL DUTIES AND RESPONSIBILITIES Serve as the “right hand” to the Project Management Team, actively managing day-to-day coordination between cross-functional teams, vendors, and stakeholders, while tracking tasks, scheduling meetings, and coordinating resources. Responsible for the following: GENERAL DUTIES 1. Integrated Schedule Management: Develop and maintain comprehensive project schedules (e.g., Integrated Master Schedule) using tools like Microsoft Project. 2. Timeline Optimization: Perform Critical Path Method (CPM) analysis and "what-if" scenarios to identify potential delays and propose recovery strategies. 3. Resource Coordination: Allocate and monitor resources (manpower, equipment, and materials) to ensure availability and prevent overruns, including shipping/outbound logistics status updates. 4. Stakeholder Communication: Serve as the primary communication bridge between internal teams, external vendors, and clients, facilitating meetings and providing status updates. 5. Documentation & Reporting: Maintain meticulous project records, including task trackers, meeting minutes, job site materials, and RAID logs (Risks, Assumptions, Issues, and Dependencies). 6. Performance Tracking: Monitor project progress against established KPIs and prepare detailed reports for project leadership. 7. Budget Support: Assist in tracking project spending, processing invoices, and flagging cost variances to ensure the project remains within financial limits. 8. Team Presence: Act as the in-office presence for the project management team, handling tasks that require physical presence. 9. Other Duties: Additional responsibilities as assigned. 10. Core Values: Demonstrate Fives Intralogistics Corp. Core Values and Services Department Values in Action (Behaviors) in all aspects of performance. PROJECT SCHEDULING 1. Build detailed project schedules during the proposal and pre-sales phase. 2. Help break down project scope into tasks, durations, dependencies, and resource assignments. 3. Establish work plans, schedules, and staffing needs for each phase of assigned projects. 4. Set and maintain schedule baselines at project handover to establish the approved plan for execution. 5. Perform resource leveling to identify and resolve over-allocations and balance workloads. 6. Create custom views and reports within Microsoft Project to support leadership and stakeholder reporting. 7. Develop and maintain standardized scheduling templates to ensure consistency across all projects. 8. Perform critical path analysis, schedule forecasting, and what-if scenario modeling. 9. Track and update the schedule completion percentage during project execution. 10. Provide scheduling support to project managers during the execution phase on an as-needed basis. 11. Track schedule performance, identify variances, and recommend corrective actions. 12. Support change management processes by updating schedules and documentation accordingly. 13. Maintain and update subcontractor contact records and capability information for use in future proposals. 14. Follow up with subcontractors as needed to ensure timely responses and accurate scheduling data. SALES & PROPOSAL SUPPORT 1. Attend proposal and pre-sales meetings to capture the scope of work and project requirements. 2. Ask clarifying questions to ensure all critical project details are documented before work begins. 3. Serve as the primary liaison between the sales team and project management to ensure complete and accurate information handover. 4. Develop and manage a standardized proposal intake process and tools for all incoming projects. 5. Manage subcontractor information-gathering for timelines, project activities, updates, and other trades. PROJECT COORDINATION 1. Facilitate project kick-off meetings, attend coordination meetings, and visit project sites as required. 2. Manage coordination of cross-functional resources to accomplish project goals. 3. Assist in the coordination of contract deliverables, milestones, scheduling, and reports. 4. Ensure project-related, business, and individual performance goals are met. 5. Responsible for scope, schedule, and budget oversight on small to mid-sized projects and service orders. 6. Assist Project Managers with pricing, planning, and execution of associated project-related activities. The above is intended to describe the general content of and the requirements for the performance of this position. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. QUALIFICATIONS Qualified candidates must have a proven track record of success in project coordination, as well as a high-energy, strong desire to achieve top results with a charismatic, positive “can-do” approach over the phone and in person. To perform this job successfully, an individual must satisfactorily perform each essential duty. The requirements listed below represent the knowledge, skills, and/or abilities required. 1. Ability to build and maintain business relationships with customers meet deadlines and deliver customer service excellence. 1. Calm, polite, and professional demeanor with high service orientation, initiative, and drive. 1. Experience with the principles and methods for initiating, planning, scheduling, executing, controlling, and closing out projects or programs. 2. Exceptional time management, negotiation, interpersonal, and customer service skills. 3. Excels at problem-solving, communication, and decision-making in fast-paced, high-stakes environments. 4. Outstanding planning and organization skills to build and manage complex project schedules independently. 5. Ability to work in a high-pressure environment, balance shifting priorities, adapt to changes in work setting, and make good business judgements, balancing the best interests of both company & customer. 6. Capable of multitasking in a fast-paced work environment while appropriately prioritizing activities. 7. Demonstrated ability to communicate and influence both credibly and effectively at all organizational levels. 1. Aptitude for learning new products, systems, and processes quickly. 1. Ability to read, analyze, and interpret financial reports, technical documents, and legal documents. 2. Embraces a culture of continuous innovation and demonstrates a willingness to learn and adapt to new technologies, including the integration of artificial intelligence tools into everyday workflows and processes as the company continues to evolve its digital capabilities. 3. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. 1. Committed to continuous education through self-learning, training, workshops, seminars, and conferences. 2. Proficient in Microsoft Project, Word, PowerPoint, Excel, and Teams, as well as Salesforce, Trello, or SAP. This is a hybrid position requiring in-office presence two to three days per week. In-office days are essential for coordinating with cross-functional teams, using office tools, preparing project materials, and gathering in-person updates from internal departments. Remote working days may be used for scheduling, subcontractor outreach, documentation, and meeting support. EDUCATION AND/OR EXPERIENCE 1. Associate Degree (A.S.) or Bachelor’s Degree (B.S.) in Business Administration/Management, Project Management, or business-related major(s) from an accredited four-year college or university; PMP certification preferred. 2. 2+ years of project coordination or scheduling experience, preferably in the material handling or construction industry, or in adjacent industries that involve engineering, IT, or other technical disciplines. 3. Proven experience in budgeting, planning, financial management, supplier management, and project execution while overseeing team performance. 4. Knowledge in a range of project management methodologies, including PMI/PMBOK, CPM, Agile, Scrum, Prince2, Waterfall, or Lean, often leveraging a hybrid approach to suit project needs. TRAVEL This position requires semi-frequent business travel by airplane, personal/rental car, and public transportation both domestically and internationally. The ability to secure a rental car and pay for all reimbursable travel expenses is essential. The candidate must be willing to travel as required and be capable of completing international travel of 10 or more hours. Overnight travel is approximately 10% or less. WORK ENVIRONMENT The work environment characteristics and physical demands described here are representative of those an employee encounters and must be met while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee will typically work in an office setting, with occasional time in a warehouse. These environments may require the use of safety equipment such as hearing and eye protection, hard hats, and protective footwear, and are not always climate-controlled. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to stand, walk, and reach with hands and arms; occasionally required to stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus. POSITION SUMMARY Fives Intralogistics Corp. is seeking a proactive Project Scheduler & Coordination Specialist to serve as the "central hub" for complex project portfolios. Reporting to the Senior Manager of Project Portfolio, this hybrid role acts as the primary liaison between sales, project management, and field execution. You will be responsible for bridging the gap between high-level strategy and daily operations, ensuring all moving parts from subcontractor scheduling to scope validation remain aligned with milestones, budgets, and quality standards. The ideal candidate is a technical expert in Integrated Master Schedules (IMS) and a gifted communicator who can foster team cohesiveness. Beyond tracking administrative and technical progress, you will be expected to resolve critical challenges with creativity and drive continuous process improvements. We are looking for a self-sufficient leader who can navigate competing priorities and make tough decisions to deliver maximum value to the business and its stakeholders. CHARACTER QUALIFICATIONS 1. Integrity – Is open, honest, and committed to giving the straight story every time – even when not good. 2. Ownership – Takes full, personal, individual, responsibility for their actions and work. 3. Innovation – Creates a culture of relentless improvement of products and processes to make every day better. 4. Service – Serves our clients, families, communities, and most of all, our people who are empowered to and safe in making decisions and taking actions that dare to make us better. ESSENTIAL DUTIES AND RESPONSIBILITIES Serve as the “right hand” to the Project Management Team, actively managing day-to-day coordination between cross-functional teams, vendors, and stakeholders, while tracking tasks, scheduling meetings, and coordinating resources. Responsible for the following: GENERAL DUTIES 1. Integrated Schedule Management: Develop and maintain comprehensive project schedules (e.g., Integrated Master Schedule) using tools like Microsoft Project. 2. Timeline Optimization: Perform Critical Path Method (CPM) analysis and "what-if" scenarios to identify potential delays and propose recovery strategies. 3. Resource Coordination: Allocate and monitor resources (manpower, equipment, and materials) to ensure availability and prevent overruns, including shipping/outbound logistics status updates. 4. Stakeholder Communication: Serve as the primary communication bridge between internal teams, external vendors, and clients, facilitating meetings and providing status updates. 5. Documentation & Reporting: Maintain meticulous project records, including task trackers, meeting minutes, job site materials, and RAID logs (Risks, Assumptions, Issues, and Dependencies). 6. Performance Tracking: Monitor project progress against established KPIs and prepare detailed reports for project leadership. 7. Budget Support: Assist in tracking project spending, processing invoices, and flagging cost variances to ensure the project remains within financial limits. 8. Team Presence: Act as the in-office presence for the project management team, handling tasks that require physical presence. 9. Other Duties: Additional responsibilities as assigned. 10. Core Values: Demonstrate Fives Intralogistics Corp. Core Values and Services Department Values in Action (Behaviors) in all aspects of performance. PROJECT SCHEDULING 1. Build detailed project schedules during the proposal and pre-sales phase. 2. Help break down project scope into tasks, durations, dependencies, and resource assignments. 3. Establish work plans, schedules, and staffing needs for each phase of assigned projects. 4. Set and maintain schedule baselines at project handover to establish the approved plan for execution. 5. Perform resource leveling to identify and resolve over-allocations and balance workloads. 6. Create custom views and reports within Microsoft Project to support leadership and stakeholder reporting. 7. Develop and maintain standardized scheduling templates to ensure consistency across all projects. 8. Perform critical path analysis, schedule forecasting, and what-if scenario modeling. 9. Track and update the schedule completion percentage during project execution. 10. Provide scheduling support to project managers during the execution phase on an as-needed basis. 11. Track schedule performance, identify variances, and recommend corrective actions. 12. Support change management processes by updating schedules and documentation accordingly. 13. Maintain and update subcontractor contact records and capability information for use in future proposals. 14. Follow up with subcontractors as needed to ensure timely responses and accurate scheduling data. SALES & PROPOSAL SUPPORT 1. Attend proposal and pre-sales meetings to capture the scope of work and project requirements. 2. Ask clarifying questions to ensure all critical project details are documented before work begins. 3. Serve as the primary liaison between the sales team and project management to ensure complete and accurate information handover. 4. Develop and manage a standardized proposal intake process and tools for all incoming projects. 5. Manage subcontractor information-gathering for timelines, project activities, updates, and other trades. PROJECT COORDINATION 1. Facilitate project kick-off meetings, attend coordination meetings, and visit project sites as required. 2. Manage coordination of cross-functional resources to accomplish project goals. 3. Assist in the coordination of contract deliverables, milestones, scheduling, and reports. 4. Ensure project-related, business, and individual performance goals are met. 5. Responsible for scope, schedule, and budget oversight on small to mid-sized projects and service orders. 6. Assist Project Managers with pricing, planning, and execution of associated project-related activities. The above is intended to describe the general content of and the requirements for the performance of this position. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. QUALIFICATIONS Qualified candidates must have a proven track record of success in project coordination, as well as a high-energy, strong desire to achieve top results with a charismatic, positive “can-do” approach over the phone and in person. To perform this job successfully, an individual must satisfactorily perform each essential duty. The requirements listed below represent the knowledge, skills, and/or abilities required. 1. Ability to build and maintain business relationships with customers meet deadlines and deliver customer service excellence. 1. Calm, polite, and professional demeanor with high service orientation, initiative, and drive. 1. Experience with the principles and methods for initiating, planning, scheduling, executing, controlling, and closing out projects or programs. 2. Exceptional time management, negotiation, interpersonal, and customer service skills. 3. Excels at problem-solving, communication, and decision-making in fast-paced, high-stakes environments. 4. Outstanding planning and organization skills to build and manage complex project schedules independently. 5. Ability to work in a high-pressure environment, balance shifting priorities, adapt to changes in work setting, and make good business judgements, balancing the best interests of both company & customer. 6. Capable of multitasking in a fast-paced work environment while appropriately prioritizing activities. 7. Demonstrated ability to communicate and influence both credibly and effectively at all organizational levels. 1. Aptitude for learning new products, systems, and processes quickly. 1. Ability to read, analyze, and interpret financial reports, technical documents, and legal documents. 2. Embraces a culture of continuous innovation and demonstrates a willingness to learn and adapt to new technologies, including the integration of artificial intelligence tools into everyday workflows and processes as the company continues to evolve its digital capabilities. 3. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. 1. Committed to continuous education through self-learning, training, workshops, seminars, and conferences. 2. Proficient in Microsoft Project, Word, PowerPoint, Excel, and Teams, as well as Salesforce, Trello, or SAP. This is a hybrid position requiring in-office presence two to three days per week. In-office days are essential for coordinating with cross-functional teams, using office tools, preparing project materials, and gathering in-person updates from internal departments. Remote working days may be used for scheduling, subcontractor outreach, documentation, and meeting support. EDUCATION AND/OR EXPERIENCE 1. Associate Degree (A.S.) or Bachelor’s Degree (B.S.) in Business Administration/Management, Project Management, or business-related major(s) from an accredited four-year college or university; PMP certification preferred. 2. 2+ years of project coordination or scheduling experience, preferably in the material handling or construction industry, or in adjacent industries that involve engineering, IT, or other technical disciplines. 3. Proven experience in budgeting, planning, financial management, supplier management, and project execution while overseeing team performance. 4. Knowledge in a range of project management methodologies, including PMI/PMBOK, CPM, Agile, Scrum, Prince2, Waterfall, or Lean, often leveraging a hybrid approach to suit project needs. TRAVEL This position requires semi-frequent business travel by airplane, personal/rental car, and public transportation both domestically and internationally. The ability to secure a rental car and pay for all reimbursable travel expenses is essential. The candidate must be willing to travel as required and be capable of completing international travel of 10 or more hours. Overnight travel is approximately 10% or less. WORK ENVIRONMENT The work environment characteristics and physical demands described here are representative of those an employee encounters and must be met while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee will typically work in an office setting, with occasional time in a warehouse. These environments may require the use of safety equipment such as hearing and eye protection, hard hats, and protective footwear, and are not always climate-controlled. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to stand, walk, and reach with hands and arms; occasionally required to stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus. publication_date:2026-04-22T19:12:38.000Z contract_type:CDI