Job Description

The Scheduling Specialist plays a critical role in coordinating and managing audit schedules to ensure efficient execution and compliance with industry standards. This position is responsible for working closely with auditors, clients, and internal teams to optimize scheduling of audits, minimize scheduling conflicts, and maintain high-quality service delivery. The ideal candidate is organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment. Strong communication and problem-solving skills are essential, as the role requires regular collaboration with various stakeholders to facilitate seamless audit scheduling and execution.

Responsibilities

• Strategically plan and optimize auditor schedules based on geographic location, audit scope, and client deadlines, maximizing efficiency and reducing operational costs.
• Make real-time decisions to resolve last-minute auditor cancellations or client rescheduling requests by creatively reallocating resources to avoid service disruption.
• Develop bundling strategies for multi-site or multi-standard audits, balancing client satisfaction, auditor availability, and budgetary constraints.
• Evaluate scheduling conflicts and recommend process improvements to leadership, supporting continuous improvement initiatives across the scheduling function.
• Forecast scheduling needs and proactively develop scheduling strategies.
• Serve as the initial point of contact for customers during the onboarding process, ensuring a smooth transition into the audit scheduling workflow.
• Plan and schedule audits 6 to 12 months in advance whenever possible, optimizing resource allocation and ensuring timely execution.
• Proactively schedule and confirm future audit dates in advance to ensure continuity and compliance with audit timelines.
• Monitor auditor rotation and assignment compliance in accordance with the industry standards.
• Communicate with clients and auditors to confirm schedules and audit logistics.
• Keep records in software system of customer interactions, recording details of inquiries, complaints, or comments, as well as actions taken.
• Act as a point of contact for scheduling-related inquiries from auditors and clients, ensuring all necessary audit documentation and details are shared in advance.
• Address and resolve scheduling conflicts in a timely manner.
• Attend auditor, client and internal staff meetings when needed to support scheduling coordination.
• Additional projects as assigned by Operations Scheduling Manager
• Must provide exceptional customer service.

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Qualifications

• 2+ years of experience in a fast-paced, customer service-oriented environment, preferably in scheduling, auditing coordination, or related roles
• Strong organizational, problem-solving, and time management skills
• Excellent written and verbal communication skills
• Ability to manage multiple tasks in a fast-paced environment
• Proficiency in Microsoft Office (Excel, Outlook, Teams, Word).

Preferred Qualifications

• Familiarity in Food sector and Testing, Inspection and Certification standards (preferred)
• Experience working with auditors, clients, or certification bodies is a plus
• Demonstrated interpersonal skills with internal and external stakeholders

Salary Range: $49,000 - $108,000

The total pay range takes into account a wide range of factors that are considered in making compensation decisions including, but not limited to, skills; experience and training; licensure and certifications; and other business and organizational needs. The disclosed pay range estimate has not been adjusted for the applicable geographic differential associated with the location at which the position may be filled. At NSF, it is not typical for an individual to be hired at or near the top of the pay range for their role and compensation decisions are dependent on the facts and circumstances of each case.

About Us

With a legacy spanning more than 80 years, NSF leverages science and innovation to improve human and planet health. We provide science-driven, independent testing, inspection, certification, and advisory services and develop the very standards that drive the food, water, and life sciences industries worldwide. We empower our clients to navigate shifting regulations to improve consumer health, safety, and quality of life.

One of our core values is We Are One NSF. This means that while we're one team, we embrace the cultural, ethnic, language, and demographic diversity that reflects the societies in which we live and work.

Come join a team that makes a difference in the world. More information about NSF can be found at nsf.org.

NSF is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, color, religion, sex, sexual orientation, gender identity, national origin, age, status as a protected veteran, or disability.

Notice to Agency and Search Firm Representatives: Please note that NSF is not accepting unsolicited resumes from agencies/search firms for this role. Resumes submitted to an NSF employee by a third-party agency without a valid written & signed search agreement between NSF and said third-party agency will become the sole property of NSF. No fee will be paid if a candidate is hired as a result of an unsolicited agency or search firm referral. Thank you.

About the Team

NSF provides a holistic suite of value-added digital, information security and sustainability solutions that span our core industries of food, water and life sciences. Our client-focused teams have deep industry expertise and are committed to supporting the journey to certification, helping to empower organizations to drive process and performance improvements for products, people, and the planet.