Established in 1895, GSH provides integrated facilities management solutions to the marketplace. We deploy our talented and experienced facilities professionals to manage, operate, and maintain facilities of all types. Our main focus is on delivering innovative solutions to maintain facilities to the highest standards while at the same time also achieving cost savings for our valued clients.
Scheduling Assistant (Primavera P6 Required)
Position Overview
We are seeking a highly organized and detail-oriented Scheduling Assistant with strong expertise in Oracle Primavera P6 to support the planning, coordination, and execution of both daily and long-range work schedules. This role is essential to ensuring that operational activities are effectively organized, clearly communicated, and properly documented.
The Scheduling Assistant will work closely with internal teams, subcontractors, and client representatives to maintain accurate schedules, track access requests, and ensure all work orders are properly assigned and aligned with project requirements.
Key Responsibilities
Scheduling & Coordination
- Assist in developing, maintaining, and updating detailed project schedules using Primavera P6
- Support daily and long-term scheduling efforts across multiple teams and workstreams
- Ensure schedules reflect current field conditions, access constraints, and client requirements
- Coordinate workforce planning based on approved access and operational priorities
Meeting Participation & Stakeholder Coordination
- Attend and support all required scheduling and coordination meetings with internal teams and client stakeholders (including MTA/LIRR and subcontractors)
- Gather updates, track action items, and assist in maintaining accurate scheduling records
- Ensure all scheduling data is updated based on meeting outcomes
Work Order Management
- Review and assist with assigning Local 30 work orders within the Coast system
- Ensure work orders are scheduled appropriately and aligned with crew availability and approved access
- Maintain accurate tracking of scheduled, pending, and completed work
Reporting & Documentation Review
- Review daily and shift reports from field personnel to confirm progress and completion status
- Identify potential scheduling impacts or conflicts
- Escalate discrepancies or issues to the Scheduler or management as needed
- Ensure all documentation is complete, accurate, and aligned with scheduling updates
Access Coordination & MTA Portal Management
- Enter and track all access requests within the MTA Portal in accordance with submission deadlines
- Maintain and update the three-week look-ahead schedule within the portal
- Ensure adequate lead time to review client feedback and implement required changes
- Keep all access-related data accurate and up to date
Support Denials Tracking
- Track and document denied or unavailable access requests
- Log impacted work orders into the Support Denials Airtable system
- Communicate impacts to the scheduling team and relevant stakeholders
Schedule Distribution & Communication
- Distribute approved schedules to internal teams and subcontractors
- Ensure all stakeholders are informed of upcoming work, access approvals, and schedule changes
- Maintain clear and consistent communication across all project participants
Qualifications
- Required: Experience using Oracle Primavera P6
- Strong organizational and time management skills
- Ability to coordinate across multiple teams and priorities in a fast-paced environment
- Excellent written and verbal communication skills
- Experience in construction, infrastructure, or transit environments preferred
- Familiarity with access coordination processes and scheduling systems is a plus
Job Type: Full-time
Pay: $80,000.00 - $110,000.00 per year
Experience:
- Primavera P6: 2 years (Required)
Ability to Commute:
- New York, NY 10007 (Required)
Work Location: In person
