Scheduler & Production Assistant

Position Summary

The Scheduler - Production Assistant is responsible for creating, maintaining, and optimizing the company’s production and installation schedules to ensure projects are completed efficiently, on time, and within capacity. This role is central to coordinating the flow of work between sales, operations, production, and subcontractors. The Scheduler - Production Assistant anticipates workload demand, allocates crews and materials, monitors job progress, and ensures the daily and weekly schedule aligns with company priorities and customer expectations.

Key Responsibilities

Scheduling & Planning
Create material lists based off of measurements provided by the sales team.
Develop and maintain the master schedule for all roofing projects, including installations, service work, and inspections.
Coordinate job start dates with Sales and Production to ensure readiness of materials, permits, and manpower.
Order materials.
Balance workload across crews and subcontractors based on skill, job type, and geographic location.
Monitor project timelines to prevent scheduling conflicts, delays, or idle time.
Adjust schedules proactively based on weather conditions, material availability, or site readiness.
Issue daily and weekly work schedules to crews, ensuring clarity and accuracy.
Maintain visibility over backlog, forecasted jobs, and project pipeline.

Communication & Coordination
Serve as the central point of communication between Sales, Production, and Crews.
Coordinate with the Office Manager to ensure all work orders, change orders, and permits are processed before scheduling.
Communicate schedule changes promptly to all affected parties (crews, customers, and managers).
Ensure customers are notified in advance of upcoming work, rescheduling, or delays.

Data & Systems Management
Maintain accurate job data in Job Progress (or Leap) to reflect current project status. Update any Job Notes as needed.
Track job completion, quality, and production rates to refine future scheduling accuracy.





Optimization & Continuous Improvement
Identify scheduling bottlenecks and propose process improvements.
Analyze trends (e.g., weather patterns, supplier delays, recurring issues) to enhance planning accuracy.
Work closely with Operations to develop contingency plans for high-demand or delayed periods.

Skills & Qualifications
1-2 years of experience in scheduling, dispatching, or operations planning (construction or roofing preferred).
Strong understanding of roofing workflows, project dependencies, and resource allocation.
Proficiency in Job Progress, Leap, or similar construction management software.
Excellent time management and organizational skills.
Strong communication and problem-solving abilities.
Ability to work under pressure and manage competing priorities.
Intermediate to advanced Excel or data management skills considered an asset.

Key Deliverables
Weekly Master Schedule published every Friday by 3 PM.
Updated daily schedule board with accurate job statuses.
90%+ schedule adherence rate.
Zero unplanned crew idle days.
Timely coordination with Sales and Production to ensure all pre-schedule requirements are met.

Job Profile

The ideal candidate is a highly organized and strategic thinker who thrives in a fast-paced environment. They excel at balancing multiple priorities, have a deep understanding of operational logistics, and are driven to improve efficiency across the company. The Master Scheduler ensures that all moving parts—people, materials, and timelines—work in sync to deliver a seamless customer experience.