Staffing and Scheduling Coordinator at Hartmann North America

About Us

Hartmann Canada Inc., located in Brantford, Ontario, is a division of Hartmann North America and a global leader in moulded fibre egg cartons. With demand for sustainable and environmentally responsible packaging on the rise, Hartmann has invested significantly to meet the needs of customers worldwide.

We are currently seeking a Staffing and Scheduling Coordinator to join our team working on-site Monday to Friday.

Position Summary

Reporting to the Plant Manager, The position is responsible for coordinating the weekly workforce schedule, overseeing vacation requests and approvals, supporting internal job postings, awards, and training qualifications, maintaining records and documentation in compliance with the collective agreement and supporting office administration activities including meeting space, mail/courier services, and office events.

Key Responsibilities

Workforce Scheduling

• Create, distribute, and maintain the weekly workforce schedule.
• Update schedules with new hires, job awards, internal movements, and modified duties.
• Coordinate 'Non-Posted Bench' employees: forecast training needs, manage rotations, and assign trained employees to vacancies.
• Identify vacation absences to help forecast staffing and overtime requirements.
• Maintain records of employees restricted from shift coverage/self-replacement.
  
  

Vacation & Leave Administration

• Organize and track hourly vacation, random day, and self-coverage requests.
• Maintain and update the vacation tracker annually.
• Communicate prime-time vacation process and approvals by established deadlines.
• Distribute approved requests to supervisors for employee confirmation.
• Provide clear communication to employees, supervisors, and union representatives regarding approvals/denials.
  
  

Internal Job Postings & Training

• Administer job postings and awards in accordance with the collective agreement.
• Communicate awards through memos and direct employee contact.
• Track and maintain qualification records, including probationary and evaluation periods.
• Liaise with HR on required testing for job classifications.
• Maintain accurate overtime eligibility and training spreadsheets.
  
  

Other Duties

• Maintain office lunchroom and meeting spaces in a professional manner.
• Coordinate courier, mail, deliveries, and visitors.
• Manage safety supplies (PPE, first aid, footwear allowances).
• Support organization of meals, office events, and vendor relationships.
  
  

Education

• High school diploma required (post-secondary education an asset).
  
  

Skills & Abilities

• Previous experience working within a unionized environment
• Strong organizational skills with proven attention to detail
• Advanced proficiency in Microsoft Excel (formulas, lookups, table management)
• Ability to manage multiple priorities effectively.
• Strong written and verbal communication skills.
• Self-motivated with the ability to work independently and seek guidance when required.