Projects Scheduling Coordinator - Installatio in Romulus, New York at Seneca Dairy Systems LLC

Position Summary

Seneca Dairy Systems is seeking an organized and motivated Projects Scheduling Coordinator to join our Projects Team. This job is an IN PERSON, NON-Remote.

This position coordinates installation crews, subcontractors, service technicians, equipment, and project schedules. The coordinator will work closely with project managers, sales representatives, installers, service personnel, internal departments, and customers to ensure work is properly planned and completed as close as reasonably possible to the customer’s requested installation or service date.

The successful candidate will be a strong communicator who can manage multiple priorities, maintain accurate schedules, identify potential conflicts, and keep customers and team members informed when conditions change.

Key Responsibilities

• Develop and maintain installation, subcontractor, and service schedules.
• Coordinate field crews, service technicians, equipment, travel, and other project resources.
• Confirm material availability, labor capacity, and customer-site readiness before scheduling work.
• Communicate proposed dates, arrival expectations, delays, and schedule changes to customers and internal teams.
• Work with project managers and sales representatives to understand project priorities and customer commitments.
• Coordinate with production and purchasing regarding material readiness and lead times.
• Build and maintain project schedules, Gantt charts, shared calendars, and look-ahead reports.
• Identify scheduling conflicts, resource shortages, and project risks before they affect the customer.
• Track installation progress, outstanding work, punch-list items, and follow-up requirements.
• Maintain accurate scheduling notes, crew assignments, and customer communication records.
• Help improve crew utilization, travel efficiency, and overall scheduling processes.

Qualifications

• Strong written and verbal communication skills.
• Excellent organization and attention to detail.
• Ability to manage multiple projects and changing priorities.
• Dependable, self-motivated, and comfortable taking ownership of assignments.
• Proficiency with Microsoft Outlook, Excel, Word, Teams, and related Microsoft Office applications.
• Familiarity with project-scheduling tools, Gantt charts, shared calendars, and resource planning.
• Ability to work effectively with customers, technicians, installers, subcontractors, sales personnel, and managers.
• Strong problem-solving skills and the ability to communicate concerns early.
• Previous experience in project coordination, construction scheduling, service dispatching, field service, or operations is preferred.

Experience in agriculture, dairy equipment, manufacturing, construction, mechanical installation, or industrial service is beneficial but not required.

What We Offer

• Competitive compensation based on experience and qualifications.
• Health, dental, and vision insurance.
• 401(k) retirement plan with company match, subject to plan eligibility.
• Paid time off and paid holidays.
• Opportunities for professional growth and advancement.
• A collaborative role with direct involvement in customer projects and company operations.

Equal Opportunity Employer

Seneca Dairy Systems, LLC is an equal opportunity employer. Employment decisions are made without regard to legally protected characteristics. Reasonable accommodations are available for qualified applicants and employees as required by applicable law.