POSITION: SCHEDULING AND LOGISTICS MANAGER

SKILLS/EXPERIENCE REQUIRED

The Candidate should:

1. Must be able to handle several tasks at one time, without dropping any of them
2. Must have an extremely well organized way of working
3. Should be able to convince people by negotiating with them
4. Should be willing to take phone calls and resolve scheduling/logistics issues at odd hours
5. Should be very good with spreadsheets
6. Should be very good at communication, both written as well as verbal
7. Should be willing to make changes to schedules and logistical arrangements at very short notice and should be able to convince other (clients and consultants) to make changes
8. Should be a graduate
9. should have 3 to 5 years of work experience.
 

DUTIES AND RESPONSIBILITIES

1. Scheduling Consultants (employees and external sultants) for various assignments/events
1. Scheduling consultants before the event is confirmed, i.e. when it is still in the sales pipeline
2. Provide tentative dates to sales team on availability of consultants
3. Scheduling consultants after the assignment is confirmed by the client
4. Negotiating with clients for dates of conducting events/assignments
5. Rescheduling at short notice when the consultant is not available due to sickness, or rescheduling due to change in priorities of the client or the sales team etc.
6. Ensuring capacity utilization targets of consultants is met
7. Scheduling consultants for site study at client's locations
8 Scheduling consultants for conference calls with clients for various purposes

2. Logistics
9. Book travel tickets for consultants travel in advance. Be familiar with the travel arrangement agreements with various clients. 
10. Book accomodation for consultants as per agreements with the client. Follow up with the client, in case they need to make such arrangements.

3. Material Readiness
11. Ensuring that all material (presentations, workbooks etc.) are ready atleast one week ahead of time. Follow up with content team to ensure material is ready.
12. Ensure material is printed and given to consultants, or sent to clients, well ahead of time. Be familiar with agreement with the client, on who bears the cost of printing.

4. Consultant Readiness
13. Ensure consultant is ready atleast one week ahead of time (in case he/she is not familiar with topics of the assignments). Coordinate with head of content to ensure consultant is made ready.
14. Ensure consultants are cross skilled on current projects to build redundancy and improve occupancy
15. Create and maintain consultant profiles so that they can be sent to clients at short notice

5. Follow up Team
16. Ensure that the "follow up" team is kept informed about which assignment their services are required. This includes informing them about the client, batch details, activity details etc.
17. Ensuring reports from the "follow up" team go to clients on time.
18. Respond to client's queries on the activities done by the "follow up team"

6. Operational Reports
19. Ensuring clients reports are sent on time.
20. Ensuring any adhoc report requested by management is created and sent on time

7. Feedback collation
21. Ensuring that all training feedback forms are collected from the consultants after every assignment
22. Ensuring that the data is entered into the relevant spreadsheets

8. Billing Information
23. Ensuring that correct information is provided to the finance team after assignments are completed by consultants