Onsite Scheduling Specialist- $55,000–$65,000 /year

Staff Shop

Full Time
Posted 4 weeks ago

Staff Shop is an award-winning diverse Staffing & Resource firm, servicing the US, Canada and the Caribbean. We recruit and deploy thousands of employees across various industries including; hospitality, retail, industrial, IT, healthcare, and more.

We have an immediate and exciting onsite opening for a Scheduling Specialist role with one of our clients.

The scheduling specialist, assists with planning, organizing and improving the scheduling process in order to provide the highest level of customer service to our contractors and clients. They are responsible for accepting and confirming bookings, reviewing resource availability, identifying preferences, scheduling required resources and organizing appreciation events for contractors.

Scheduling & Bookings

  • Oversees the scheduling of all resources and performs regular quality assurance checks
  • Receives and enters bookings into the scheduling database
  • Matches resources to booking requirements
  • Prepares and updates booking schedule for leader review and action
  • Maintains and updates contractor availability and preferences
  • Makes travel arrangements for contractors
  • Communicates all the of the services available (CART, Realtime, Videography, etc.)
  • Communicates specific bookings requirements with each department and location
  • Coordinates schedules with Production team to allow time between assignments for transcript completion
  • Builds strong relationships with contractors and clients
  • Networks with other Agencies for client 2 bookings
  • Arranges and coordinates services such as boardroom bookings, interpretation, video conferencing and rentals
  • Assists with various projects associated with the department
  • Identifies opportunities for process improvement and implements solutions that ensure greater client/contractor satisfaction
  • Identifies opportunities for inter-departmental process improvement and implements solutions that ensure efficiency and smoother workflow between departments


  • Answers in-person, phone, and electronic inquiries; transfers calls and takes messages
  • Arranges for couriers, sorts, and distributes mail and other deliveries
  • Arranges travel, related itineraries, and makes reservations
  • Provides additional assistance to arbitrators as needed, which may include personal matters
  • Greets and welcomes clients at the front desk, directing them to the appropriate service areas
  • Ensures opening duties are completed daily and Front Desk appears neat and tidy and is staffed at all times

Communicate frequently with Contacts / Stakeholders

  • The Scheduler must ensure that client requests/needs are met at all times
  • Maintains open and positive lines of communication

Minimum Education & Experience Requirements:

  • Diploma or Degree in Administration or related field.
  • 5 years’ experience in an administrative role.
  • Prior scheduling experience would be an asset.


  • Fluent in English – speak, read and write
  • French would be an asset – speak, read and write
  • Ability to manage high volumes of email
  • Above-average knowledge of word processing software is required, specifically Word,
  • Outlook and Excel
  • Ability to build and maintain positive and productive relationships
  • Highly organized and attentive to detail
  • Ability to work independently and be proactive

Working Conditions

  • Onsite in office
  • Requires flexibility in hours of work
  • Sitting for long periods of time
  • Continuous use of computer, keyboard, mouse, and phone

Start Date: ASAP

Job Type: Full-time

Salary: $55,000.00-$65,000.00 per year


  • Monday to Friday

As an equal opportunity employer, Staff Shop celebrates diversity and inclusivity. We know that unchecked biases disproportionately impact the most marginalized people in society—including but not limited to BIPOC, 2SLGBTQAA+ people, immigrants, veterans and people with disabilities. We strongly encourage applications from people with these identities or other marginalized communities because we believe that we will never reach our definition of excellence without you.

Job Features

Employment Type



Toronto, ON

Pay Rate

$55,000–$65,000 /year

Apply Online

A valid email address is required.
A valid phone number is required.

Staff Shop Inc. is a privately held Canadian-Indigenous-Women owned staffing and essential resource firm servicing Canada I USA I Caribbean as an award-winning diverse supplier, certified with CCAB, CAMSC, WBE & WEConnect International.

CNESST# 2102003