Scheduling and Logistics Specialist

San Diego, CA
Full Time
Business Operations
Mid Level

About Us

We are an award-winning California-based environmental consulting firm with 600+ professionals and more than 30 years of diverse experience serving clients in transportation, energy, water, infrastructure, private development, and government sectors. Our mission is to deliver practical, science-based environmental and planning solutions that support communities, infrastructure, and natural systems.

As a people-centric organization, we value collaboration, fairness, and transparency, and are committed to fostering a workplace that supports both personal and professional growth while offering robust career opportunities. We are especially proud of our recent Great Place To Work® certification, which reflects an independent assessment of our culture and our team member experiences.

About The Role

We are seeking a Scheduling and Logistics Specialist to support the coordination and scheduling of field staff resources across the company. As part of the Project Services team, this position will play a key role in ensuring that field staffing needs are identified, scheduled, communicated, and tracked effectively.

The Scheduling and Logistics Specialist will serve as a primary day-to-day resource for field staffing coordination, helping match qualified and available field personnel with project needs while maintaining accurate schedules, staffing information, and resource forecasts. The position will also provide support for field staff onboarding, safety readiness, equipment coordination, and other operational needs associated with field deployments.

This position will work under the direction of the Project Services Manager and will have a primary focus on field staff scheduling, resource coordination, and day-to-day staffing support. As experience and proficiency develop, the position may assume increasing responsibility for scheduling processes, resource planning, reporting, and other Project Services functions.

How We Collaborate

This role may offer a hybrid work setup, blending time in the office with remote work as business needs evolve. We enjoy coming together in person to collaborate, connect with teammates, and partner with clients, and may prioritize candidates who live within 50 miles of a Rincon office. Eligible office locations for this role include Carlsbad, Fresno, Los Angeles, Monterey, Oakland, Palm Springs, Riverside, Sacramento, San Luis Obispo, San Diego, San Jose, Santa Barbara, and Ventura. While this role's location may be listed as a single location, we encourage you to apply if you reside in or near any of the California locations listed above.

What You'll Do

Integrate into the Project Services team to provide day-to-day coordination and scheduling of field staff.

  • Maintain a centralized and current schedule of field staff assignments, availability, and upcoming fieldwork.
  • Receive and track staffing requests from Project Managers and project teams and coordinate appropriate staffing solutions.
  • Match field staff to project needs based on availability, qualifications, experience, location, and project requirements.
  • Monitor upcoming project schedules to anticipate staffing needs and identify potential resource constraints.
  • Communicate staffing assignments, schedule changes, conflicts, and availability to Project Managers, field staff, and service line leadership.
  • Identify scheduling conflicts or gaps early and work with project teams to develop solutions.
  • Maintain accurate records and tracking tools to support efficient field staff scheduling and resource allocation.
  • Assist in identifying trends, recurring scheduling challenges, needs for hiring, and opportunities to improve scheduling processes.
  • Provide regular scheduling updates to Project Managers and service line leads.
  • Prepare and distribute the weekly field staffing schedule to appropriate service lines and project teams.
  • Maintain accurate information regarding field staff locations and assignments to support emergency response and operational needs.

Additional Operational Responsibilities

  • Staffing and resource coordination: Maintain current availability, qualifications, and skills information; support staff selection, onboarding, utilization monitoring, and workforce planning.

  • Safety and field readiness: Confirm required training, certifications, and PPE; track renewals, support pre-deployment checks and incident follow-up, and help account for field staff during major events.

  • Equipment and field logistics: Coordinate equipment reservations, maintenance, calibration, travel, lodging, storage, and other deployment needs while identifying shortages or conflicts.

  • Staff relationship management: Maintain responsive communication with field staff, update qualifications and training records, identify development gaps, and support feedback and permanent-hire considerations.

  • Reporting and process improvement: Track staffing utilization, availability, demand, and scheduling trends; provide regular reports and improve standardized tools, procedures, efficiency, and responsiveness.

What You'll Bring

  • Bachelor's degree in business administration, project management, environmental science, or a related field, or an equivalent combination of education and experience.

  • Minimum 3 years of experience in scheduling, staffing coordination, resource coordination, project coordination, and field operations, preferably within environmental consulting, engineering, construction, or a similar professional services environment.

  • Strong organizational skills and exceptional attention to detail.

  • Ability to manage multiple schedules, projects, and competing priorities simultaneously.

  • Strong communication and interpersonal skills.

  • Ability to work effectively with Project Managers, field staff, service line leadership, and internal support teams.

  • Strong problem-solving skills and ability to respond effectively to last-minute changes and scheduling needs.

  • Proficiency with Microsoft Office and the ability to learn and maintain scheduling, staffing, and project management systems.

Nice to Have

  • Familiarity with environmental consulting, fieldwork, or field safety requirements.

Key Attributes

  • Highly organized and detail-oriented, with strong follow-through.

  • Proactive, anticipating staffing and scheduling needs before they become issues.

  • Responsive and adaptable, particularly when field schedules change unexpectedly.

  • Collaborative and service-oriented, with a strong focus on supporting project teams and field staff.

  • Solutions-oriented, with the ability to quickly identify and resolve scheduling conflicts.

  • Comfortable managing multiple priorities in a fast-paced professional services environment.

  • Clear and consistent in communication, particularly when coordinating schedule changes and staffing needs.

Compensation

The base salary range for this full-time position is $68,000–$98,000, plus a generous benefits program. Salary ranges are based on the market median of similar jobs, according to third-party salary benchmark surveys. Base pay is determined based on internal equity and a candidate's job-related knowledge, skills, and experience.

The posted salary range is intended to accommodate varying levels of experience, including senior professionals. However, more senior candidates are strongly encouraged to apply, and depending on experience, compensation may exceed the posted range.

We offer a comprehensive Total Rewards Package designed to support employee well-being, growth, and financial security. Our benefits are designed to offer flexibility and choice, including health coverage options, employer-sponsored insurance, retirement benefits, generous time off, and programs that support learning, growth, and community engagement.

Explore more about our culture, benefits, and life at Rincon on our Culture and Benefits page.

Additional Employment Information

Individuals offered employment must successfully complete a pre-employment drug screening as a condition of employment. Additionally, those hired who may be assigned to federal projects will be subject to further drug testing, including screening for cannabinoids (THC/marijuana), in compliance with the Drug-Free Workplace Act of 1988 and other applicable federal regulations, which take precedence over California state and local laws.

Rincon Consultants does not accept unsolicited applicant/candidate resumes from search firm recruiters and/or temporary agencies that do not have a signed contract and specified work order with Rincon Consultants. Further, such resumes received will be deemed the sole property of Rincon Consultants and no fees will be paid in the event Rincon Consultants subsequently hires such individual. Rincon Consultants is an equal opportunity employer. All aspects of employment will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.

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