Scheduling Coordinator | HR & Payroll Assistant

About the Role

Location: Remote (Philippines-Based)
Hours: Monday–Friday, 9:00 PM – 5:00 AM Philippine Time

We are seeking a highly organized, detail-oriented Scheduling Coordinator | HR & Payroll Assistant to support daily workforce operations for a team of approximately 70 instructional aides in California, USA.

This is a high-responsibility, trust-based remote role requiring excellent communication skills, reliability, professionalism, and the ability to manage multiple systems and priorities simultaneously during overnight Philippine hours.

You will work closely with management, employees, school sites, and third-party agencies located in California.

Requirements

• Excellent communication skills (written and verbal) — professional, assertive, courteous, and business-oriented
• Must be comfortable making phone calls and communicating professionally with native English speakers and California-based employees, clients, and partners
• Prior experience in scheduling, staffing, HR coordination, payroll support, recruiting, or operations is preferred
• Strong people skills and ability to work well with employees and management
• Strong Microsoft Office and Google Workspace skills
• Comfortable using various online platforms including timekeeping, scheduling, onboarding, and HR systems
• Extremely reliable and punctual — this role requires consistent attendance and responsiveness
• Ability to multitask and work independently in a remote environment
• Must have a stable internet connection, quiet workspace, and professional remote work environment free from excessive background noise

Key Responsibilities

Workforce Scheduling & Operations
• Schedule aides and manage daily shift coverage
• Monitor attendance and resolve call-outs or coverage gaps in real time
• Communicate updates to district partners and employees
• Coordinate placement of new hires into open assignments
• Conduct Zoom interviews, qualify candidates, and assist with onboarding

Timekeeping & Payroll Support
• Review and reconcile time records between internal systems (iSolved) and district systems (MaxView)
• Ensure accuracy of timesheets and approve for payroll processing
• Assist employees with clock-in issues and timekeeping questions

Recruiting & Onboarding
• Conduct phone screenings and schedule Zoom interviews
• Coordinate hiring through ATS platforms
• Track onboarding progress and completion of required documents
• Coordinate background checks and onboarding requirements with HR

Employee Support & Compliance
• Communicate daily with employees regarding scheduling, attendance, and support needs
• Ensure completion of required training and compliance documentation
• Verify readiness for assignment including badges, documentation, and onboarding requirements

Administrative & Coordination Tasks
• Maintain organized records and tracking spreadsheets
• Follow up on incomplete requirements
• Support employee evaluations and HR documentation
• Provide general operational and administrative support

Qualifications
• Strong organizational and multitasking skills
• High level of accountability and reliability
• Experience in scheduling, staffing, HR coordination, payroll support, or operations preferred
• Proficiency in Excel, Google Drive, and general online systems
• Excellent problem-solving and communication skills
• Experience working with U.S.-based companies or night shift schedules is a plus

Additional Notes
This role supports U.S. operations and follows California business hours. Reliability, responsiveness, and professionalism are critical to success in this position.