Job Information
TAIT Towers Scheduling Coordinator in Funabashi, Japan
TAIT partners with artists, brands, IP holders and place makers to bring culture-defining, never-before-seen experiences to life. With a legacy of innovation spanning over 45 years, TAIT has grown from pioneering in rock ‘n’ roll concert staging to setting the global standard for extraordinary live events and experiences through cutting-edge technology, precision engineering, and creative design. TAIT’s 20 global offices have developed iconic productions and experiences in over 30 countries, all seven continents, and even outer space for renowned performers, theme parks, exhibits, and venues across the globe, including partnerships with Taylor Swift, Cirque Du Soleil, Royal Opera House, Nike, NASA, Bloomberg, Google, Beyoncé, and The Olympics
Position Purpose
The Scheduling Coordinator ( Integration Resources Coordinator) is at the center of smooth day-to-day functioning of the integration team. This person is central to communication between integrators and other departments, acting as the easily accessible “face” of the group. They are essential to the team staying on top of scheduling, project staffing, team metrics/reporting, and management of the resource coordinators. This person functions as a primary escalation point for integration personnel concerns. Last, this role provides leadership support for integration management, including some administrative tasks.
Essential Responsibilities / Accountabilities
Accountable for the scheduling of the integration team: gathering requests and additional information, suggest possible solutions, schedule meetings for decisions to be made, maintaining up-to-date systems (Slack, Toggl, Asana).
Monitor kickoffs and updated PEs to create an accurate Integration load in Epicor, interpret the load into an easy clocking guide for integrators so there is always a place to clock, maintain the 'cleanliness' of Epicor by updating and closing old jobs, maintain US pipeline in Epicor with a 3-to-6-month view to share with the company.
Responsible for all department timesheets, review log of exceptions/corrections.
Assist Integration Leadership with scheduling, company projects, drafting, reporting, recruiting, travel, and other department events.
Weekend/After Hours Support, Available outside standard working hours for emergencies. Always have their work phone on them (excluding vacations).
Adhere to all company safety policies and procedures.
Attend meetings, seminars, and training sessions as required.
Perform assigned duties according to the policies and expectations prescribed by the company.
Communicating with and scheduling freelance tour staff for projects in partnership with the project leadership
Maintaining accurate records of hours and days that that staff are working on touring project
Scheduling additional freelance and local shop labor in partnership with project leadership and integration leadership
General administrative task around freelance labor including but not limited to booking hotels, booking transportation, and invoicing
To perform this position successfully, each essential responsibility/accountability must be fulfilled satisfactorily. Reasonable accommodations may be made to enable an individual with disabilities to perform the responsibilities and accountabilities outlined above.
Other duties may be assigned to meet business needs.
Behavioral Competencies
• Team Leadership: Ability to lead and motivate a team to achieve departmental goals.
• Communication: Strong communication skills for effective team collaboration and reporting.
• Problem-Solving: Proficiency in identifying and addressing issues within the team or department.
• Performance Management: Skill in setting clear performance expectations and providing feedback.
• Time Management: Effective time and resource management to meet deadlines and objectives.
• Adaptability: Ability to adapt to changing priorities and work environments.
• Delegation: Skill in delegating tasks and responsibilities to team members.
• Conflict Resolution: Managing conflicts within the team and fostering a positive work environment.
• Decision-Making: Sound decision-making skills within the scope of the team or department.
• Customer Focus: Ensuring products or services meet customer needs and expectations.
Minimum Qualifications
High School Diploma; Associate’s or Bachelor’s degree in Business, Operations, Project Management, or a related field, preferred.
1+ year of experience in administrative support, scheduling, or resource coordination.
Proficiency with basic office software (Excel/Google Sheets, email, calendar tools); additional knowledge of systems such as Asana, Slack, Toggl preferred
Strong organizational and time management skills; ability to manage multiple priorities.
Clear and professional communication skills (written and verbal).
Ability to work occasional evenings/weekends and respond to urgent requests.
Attention to detail and ability to maintain accurate records in systems.
NOTE: Office is based in Funabashi, and this role requires in office activity.
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TAIT is an equal opportunity employer fully committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran or any other protected characteristic as outlined by international, national, state, or local laws.