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Scheduling Manager
About Us: We are the largest privately owned legal support services firm in Georgia. We have an excellent reputation in the legal community which is matched with our excellent office culture. We proudly placed in ABC’s Best Places to Work for four years and placed first in the medium-sized business category in 2020. We strive to keep our quality, reputation, and culture as we grow.
Role Description: As a Scheduling Manager, you will oversee and ensure the quality of the Scheduling department’s operations, manage team performance, and handle complex client and reporter issues. You will recruit, onboard, and allocate court reporters nationwide, ensuring optimal scheduling and execution of proceedings. Your role involves mentoring and developing the team, maintaining professional communications, and collaborating with department managers to enhance workflow.
Job Responsibilities:
Department Management:
- Act as a knowledge base for all aspects of court reporting within the company, providing answers and guidance on general queries from court reporters, clients, and staff
- Manage the assignment and scheduling of court reporters, videographers, and other legal resources, ensuring optimal allocation of resources
- Strive to prevent job rejections by proactively problem-solving and finding solutions.
- Ensure the avoidance of duplicate job scheduling
- Develop and implement strategies to handle challenging coverage scenarios, optimizing resource allocation to meet business needs and maintain service quality
- Ensure the flawless execution of coverage for strategic partnerships
- Ensure the accurate understanding of all parties’ locations and connection methods (in-person, remote, or hybrid) for depositions.
- Offer assistance and support in addressing phone inquiries and aiding the scheduling team with daily operational tasks as needed.
- Coordinate and oversee call-on assignments as needed to ensure timely and effective deployment of resources.
- Address after-hour emergencies, reassigning reporters, videographers, and other resources as necessary and ensuring uninterrupted service.
Relationship Management:
- Foster effective communication and collaboration with legal teams, clients, and other stakeholders to understand their scheduling needs and requirements.
- Provide excellent customer service to internal and external clients, addressing inquiries, concerns, and requests related to scheduling promptly and professionally.
- Build and maintain professional relationships with clients, court reporters, videographers, interpreters, outside vendors, and coworkers to ensure the successful execution of all aspects of upcoming jobs.
Recruitment, Onboarding, and Development of Court Reporters
- Oversee the entire lifecycle of recruiting and onboarding new court reporters nationwide
- Assist in and manage the recruitment and onboarding processes for court reporters to ensure a seamless integration into the company.
- Engage with educational institutions as part of a broader recruiting effort, fostering relationships that facilitate recruitment.
- Collaborate with the marketing team on newsletters and outreach to schools for recruitment purposes.
- Partner with the marketing team to produce newsletters and materials that engage and inform our court reporters.
Team Training and Development:
- Monitor generated reports regularly to evaluate team performance and ensure adherence to operational job goals and requirements.
- Mentor and coach team members to ensure they maintain high standards of performance and professionalism in their roles.
- Develop and implement training programs to onboard new team members and familiarize them with scheduling procedures, standards, and best practices.
- Conduct performance reviews and disciplinary actions as needed.
Quality Control and Process Optimization:
- Implement and enforce quality control measures to maintain consistency and accuracy in the scheduling process, ensuring compliance with legal standards and guidelines
- Identify and solve problems within the department to enhance overall efficiency and productivity.
- Continuously evaluate and improve workflow processes to enhance efficiency and productivity, identifying opportunities for automation or streamlining where possible.
- Collaborate with other department managers to create optimal workflow, schedules, and departmental collaboration.
Expansion/Operations Efforts
- Contribute to special projects and strategic planning initiatives to support the company’s growth objectives and enhance overall operational effectiveness.
- Research, identify and mitigate potential risks or challenges associated with transcripts and the legal documentation process, proactively addressing issues to minimize disruptions and ensure business success.
- Contribute to the development of regional and national expansion plans, assessing market opportunities and determining scalability of the business.
Qualifications:
- Bachelor’s degree in Business Administration, Logistics, or a related field.
- Proven ability to oversee and ensure high-quality control standards
- Demonstrated critical thinking and problem-solving skills to prevent job rejections and resolve complex scheduling issues.
- Proven track record of effective team leadership
- Experience in recruitment, particularly in sourcing and onboarding talent
- Exceptional customer service and relationship-building skills, with a focus on professional communication, client satisfaction, and collaboration with internal departments and external vendors.
- Ability to drive strategic and tactical initiatives to expand business operations and increase profitability.
- Proficiency in Microsoft Office Suite and familiarity with modern scheduling technologies.
Benefits:
- Health, dental, and vision insurance coverage.
- Retirement savings plan.
- Professional development opportunities.
- A positive and collaborative work environment.
Work Setting:
- In-person at the Atlanta, GA (Chamblee area) location.
As an equal opportunity employer, our client does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, age, veteran status, disability or genetic information, gender identity, gender expression or any other characteristic protected by law in its employment.