Scheduling Coordinator

Scheduling Coordinator

Indiana Metal, Inc. — Full Time

Indiana Metal is seeking a highly organized, proactive, and detail-oriented Scheduling Coordinator to support efficient execution of deliveries, installation schedules, production timing, and document readiness across multiple departments. This role serves as the central hub between our Weather tight Warranty (WTW) program, logistics team, fabrication shop, subcontractors, and sales staff to ensure projects move smoothly from planning to completion.

The Scheduling Coordinator ensures all schedules, documentation, materials, and communications are properly aligned, tracked, and executed. They will manage timelines, anticipate needs, and provide clear communication to customers, subcontractors, internal teams, and field leadership.

This position is ideal for someone who thrives in a fast-paced environment, enjoys coordinating details, and understands how great organization impacts customer experience and operational success.

• Schedule customer deliveries and coordinate trucking resources.
• Confirm delivery timing with customers and maintain proactive communication on changes.
• Serve as a point of contact for delivery drivers needing clarification, paperwork, schedule details, or updates.
• Ensure all delivery documentation is complete, accurate, and accessible before scheduling.

• Schedule WTW installations in coordination with the Field Manager.
• Verify all necessary documentation is received before scheduling installation dates—including aerial reports, panel layouts, measurements, and jobsite readiness confirmations.
• Track missing items, request them as needed, and maintain documentation until complete.
• Send full installation packets to subcontractors with job information, timing, site notes, and required materials.
• Notify customers of installation timing and maintain status updates.

• Schedule steel panel and trim production for the fabrication shop.
• Print packet paperwork, verify measurements, and ensure required components are included.
• Monitor open items needed for manufacturing or install (special trim, custom parts, windows, doors, etc.).
• Track progress and ensure jobs move forward on schedule without delays.

• Confirm subcontractors have correct job details ahead of installation.
• Track subcontractor milestones and ensure approved payments are issued at the correct time after completion and verification.
• Support the Field Manager in confirming quality expectations and timelines are met.

• Act as the communication bridge between sales personnel and fabrication production, ensuring clean handoffs and clarity on job details, changes, and timing.
• Monitor open questions, material needs, or design clarifications and ensure tasks are closed out without lag or confusion.
• Route job notes, layout details, and measurement confirmations to the appropriate teams in a timely manner.

• Keep schedules current, updated, and clearly documented in Indiana Metal’s systems.
• Maintain accurate, clean paperwork and digital records for deliveries, jobs, and installations.
• Handle basic customer questions regarding timing, documentation needs, readiness, and scheduling logistics.
• Support internal process improvements to reduce scheduling gaps, communication delays, or inefficiencies.
• Follow up consistently on missing documentation, open items, and pending approvals.
• Keep all parties informed regarding changes or scheduling impacts.
• Maintain confidentiality of project data and customer information.
• Support and collaborate with the WTW Field Manager to ensure successful, clean installs with minimal rework.
• Assist in refining scheduling workflows as the program grows.

• Demonstrated office experience in a fast-paced environment (2+ years preferred)
• Scheduling or project coordination experience required
• Familiarity with ERP systems strongly preferred (manufacturing or construction ERP a plus)
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, Teams)
• Strong communication skills — both written…