Job Title: Director of Scheduling Operations
Location: On-site | Irvine, CA
Compensation: $90,000-$95,000
Position Summary
The Director of Scheduling is a critical operational leader responsible for overseeing the centralized scheduling function that supports high-volume staffing needs across multifamily and new home builder clients. The ideal candidate will bring a working knowledge of multifamily and residential real estate operations, including occupancy cycles, lease-up activity, and new home sales coverage demands. This role leads a team of Scheduling Coordinators and is accountable for ensuring all client orders are filled quickly, accurately, and consistently while maintaining exceptional service standards.
This is a hands-on leadership role in a newly established function, requiring a leader who can build structure, drive process discipline, and elevate team performance in a fast-paced, real-time scheduling environment. The Director of Scheduling will partner closely with client-facing teams to maintain seamless service delivery and high client satisfaction.
Key Responsibilities
• Lead, coach, and develop a team of Scheduling Coordinators responsible for fulfilling daily client staffing requests
• Establish clear performance expectations, accountability standards, and productivity benchmarks
• Manage and maintain a healthy on-call associate pool, including availability tracking, bench engagement, and proactive re-activation of inactive talent
• Hire, onboard, and train new team members as needed to support business growth
• Create a high-performance culture focused on urgency, accuracy, and client service
• Oversee the real-time scheduling and deployment of temporary staff to meet same-day client demand
• Drive timely and efficient fulfillment of all open job orders
• Monitor daily activity to proactively address coverage gaps, call-offs, and last-minute changes
• Implement scheduling best practices to reduce time-to-fill and increase fill rates
• Build and standardize workflows, SOPs, and escalation protocols within a newly established scheduling function
• Identify inefficiencies and implement process improvements to increase team productivity and output
• Leverage the Zenople platform and multi-channel communication workflows (phone, text, email) to streamline scheduling operations, improve visibility into performance, and evaluate opportunities to enhance the overall tech stack
• Develop contingency planning strategies to handle peak demand and unexpected staffing challenges
• Partner with internal client-facing teams to drive coordination on priorities
• Maintain accountability for fill rate as both a service and revenue metric, ensuring unfilled orders are minimized, and fulfillment yield is tracked and reported.
• Address and resolve service issues quickly, ensuring a high level of client satisfaction
• Continuously improve the quality and consistency of talent placement
• Address escalations and resolve client or candidate issues
• Build a high-accountability, metrics-based culture.
• Work closely with leadership and analytics teams to align scheduling levels, budgets, and service quality, ensuring that scheduling meets organizational goals.
• Ensure compliance with employment laws, company policies, and industry regulations
• Maintain accurate reporting and data integrity within the ATS
• Establish and enforce standard operating procedures across all regions
Qualifications
• 7–8+ years of experience in staffing and or scheduling, or workforce management
• 5+ years in a leadership role managing staffing and or scheduling teams
• Education: Bachelor’s degree in business administration or related field.
• Experience in temporary staffing and or scheduling, strongly preferred within real estate or property management
• Demonstrated experience managing high-volume outbound communication across phone, text, and email platforms in a fast-paced, real-time environment
• Proven success in same-day or high-urgency staffing models strongly preferred
• Strong knowledge of ATS systems and scheduling systems
• Proven ability to drive process improvements and scale operations
• Excellent communication, leadership, and stakeholder management skills
What We Offer
• Clear growth path with internal promotions prioritized
• Additional compensation for weekend shifts
• Paid time off
• Medical, dental, vision, and life insurance
• Voluntary benefits, including pet insurance, identity theft protection, and legal services through LegalShield
• Fun team-building events and supportive leadership
• Dedicated parking at our Irvine corporate office
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JWilliams Staffing, Inc. An Equal Opportunity Employer M/F/Disability/Veterans.
Qualified applicants with criminal histories will be considered for employment in a manner consistent with Federal, state and local laws, including but not limited to local Fair Chance Ordinances. JWilliams Staffing participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the US. JWilliams Staffing complies with all federal E-Verify rules and responsibilities, and provides required federal postings in an electronic format to all candidates and employees via the JWS online portal.
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