Aerospace Scheduling Coordinator

Under general supervision and reporting to the Quality Operations Manager, The Scheduling Coordinator plays a key role in supporting aerospace customers by being the first point of contact with the customer, organizing and managing the deployment of qualified source inspectors. This position is responsible for scheduling inspections, coordinating logistics with other programs, maintaining accurate records, and ensuring customers receive timely, high-quality service. The role also provides administrative support through data entry, billing preparation, and reconciliation of inspector hours.

Job Functions:

• Schedule and assign approved source inspectors based on customer requirements, skillsets, certifications, and geographical considerations.
• Collaborate with customers and suppliers to confirm inspection dates, times, work scope, and access requirements.
• Monitor inspector availability and proactively resolve scheduling conflicts or last-minute changes.
• Maintain accurate calendars, internal systems, and job logs.
• Provide backup support to other contracts if there is a need of continuity support during vacancies.

• Serve as a primary customer point of contact for inspection scheduling, updates, and general inquiries.
• Build and maintain strong relationships with aerospace OEMs, suppliers, and quality teams.
• Ensure all customer required documentation and inspection instructions are collected and communicated.

• Perform accurate data entry for job details, inspector assignments, and customer information.
• Maintain compliance with customer and internal documentation standards, including quality records, SOW details, and inspection checklists.
• Support onboarding and qualification record management for inspectors as needed.

• Track and reconcile inspector hours, travel time, and expenses for billing accuracy.
• Verify timesheets and resolve discrepancies before submitting to accounting.
• Assist the finance team with invoice preparation and customer billing support.

• Collaborate with operations, quality managers, and field inspectors to ensure seamless job execution.
• Identify opportunities to improve scheduling efficiency, customer satisfaction, and internal processes.
• Support special projects or surge workloads during peak aerospace production cycles.

KNOWLEDGE:

• Excellent communication skills and the ability to interface professionally with customers and field personnel.
• High attention to detail and accuracy in data entry and documentation.
• Strong organizational skills with the ability to prioritize multiple tasks.
• Proficiency in Microsoft Office Suite and/or scheduling systems.

• Experience in aerospace, defense, quality assurance, or inspection services.
• Familiarity with aerospace standards (AS9100, source inspection procedures, supplier quality processes).
• Experience supporting time-tracking, billing, or operations management systems.
• Knowledge of inspection, manufacturing, or supply chain workflows.

• Customer Focus
• Attention to Detail
• Time Management & Prioritization
• Problem Solving
• Professional Communication
• Process Discipline & Documentation Accuracy
• Team Collaboration

Ability to: 

• Communicate effectively and appropriately