Scheduling Manager – Concierge Security Company Overview

Probe Investigation & Security Services Ltd. has proudly served Ontario since 1978, delivering reliable security solutions and investigative services. Our commitment to excellence ensures the safety and security of our clients through dedicated, qualified, and responsive service.

Position Overview

We are seeking a dynamic, highly organized, and solutions-oriented Scheduling Manager to join our team.

This is a fast-paced role focused on security staffing, scheduling, and after-hours operations. The successful candidate will be responsible for ensuring that all assigned sites remain properly staffed with qualified concierge and security personnel.

The Scheduling Manager will play a critical role in managing daily staffing requirements, filling open shifts, handling last-minute cancellations, coordinating vacation coverage, and responding to emergency staffing situations.

This position requires someone who can remain calm under pressure, make quick decisions, communicate effectively with employees and management, and find solutions when unexpected staffing challenges arise.

Key ResponsibilitiesScheduling & Staffing

- Develop, maintain, and monitor employee schedules using Humanity.
- Ensure all sites are adequately staffed with qualified and trained personnel.
- Fill open shifts with employees who meet the requirements and expectations of the specific site.
- Review employee qualifications, availability, experience, and site requirements when assigning shifts.
- Set up new employees within the scheduling application and ensure their information is accurate and up to date.
- Monitor schedules regularly to identify potential staffing gaps before they become issues.
- Coordinate vacation coverage and planned employee absences.
- Manage schedule changes and shift adjustments as required.

After-Hours Operations

- Carry and monitor an emergency operations phone and be available to receive after-hours calls.
- Respond to employee book-offs, emergency shift drops, and last-minute cancellations.
- Immediately begin working to find qualified replacement staff when a shift becomes unexpectedly vacant.
- Contact available employees and supervisors to secure emergency coverage.
- Prioritize staffing requirements based on site importance, contractual obligations, staffing levels, and client requirements.
- Escalate significant staffing concerns to management when necessary.
- Maintain accurate records of after-hours staffing issues and the actions taken to resolve them.
- Remain professional and solution-focused during high-pressure staffing situations.





Employee Communication

- Communicate directly with security and concierge staff regarding schedules, shift changes, book-offs, and coverage.
- Ensure employees understand their scheduled shifts and any changes made to their schedules.
- Follow up with employees regarding attendance and repeated last-minute cancellations.
- Work closely with Site Supervisors and Mobile Supervisors to identify staffing requirements.
- Maintain clear communication between scheduling, operations, supervisors, and management.

Scheduling Systems & Administration

The primary tools used in this role will include:

- Humanity – employee scheduling, availability, shift assignments, and attendance-related scheduling functions.
- Trello – tracking operational tasks, staffing requirements, outstanding items, and scheduling-related workflows.

The Scheduling Manager will be expected to maintain accurate and organized records within these systems.

Operations Support

- Work closely with Operations and Management to ensure staffing levels meet client expectations.
- Assist with identifying recurring staffing issues and developing solutions.
- Monitor patterns involving employee availability, attendance, and frequent book-offs.
- Help ensure that only properly trained and site-appropriate personnel are assigned to specific properties.
- Support the Operations team with staffing-related projects and initiatives.
- Maintain a high level of customer service when dealing with employees, supervisors, clients, and management.

After-Hours Expectations

This position requires flexibility and an understanding that security operations operate 24 hours a day, 7 days a week.

The successful candidate must be comfortable receiving after-hours calls and dealing with unexpected staffing situations, including multiple call-offs occurring at the same time.

For example, if several employees book off during a weekend, the Scheduling Manager must be able to quickly assess the situation, prioritize the affected sites, contact available qualified employees, coordinate coverage, and escalate when required.

The ability to stay calm, organized, and solution-focused under pressure is essential.

Requirements

- Previous experience in scheduling, operations,



workforce management, or security administration is preferred.
- Experience working in the security, concierge, property management, hospitality, or another 24/7 operational environment is an asset.
- Strong organizational and time-management skills.
- Ability to manage multiple staffing issues simultaneously.
- Excellent communication and interpersonal skills.
- Strong problem-solving and decision-making abilities.
- Ability to work independently and make decisions during after-hours situations.
- Comfortable communicating with employees regarding attendance, book-offs, shift changes, and scheduling expectations.
- Strong computer skills and the ability to learn current software quickly.
- Experience with Humanity and Trello is an asset.
- Must be comfortable working with an emergency operations phone and receiving after-hours calls.
- Ability to maintain confidentiality when dealing with employee and operational information.

What We Are Looking For

The ideal candidate is someone who:

- Thinks ahead rather than waiting for problems to occur.
- Can quickly find solutions when staffing issues arise.
- Remains calm when dealing with multiple call-offs or emergencies.
- Has strong attention to detail.
- Understands the importance of having the right person at the right site.
- Communicates clearly and professionally.
- Takes ownership of scheduling issues from start to finish.
- Is comfortable working independently during evenings, weekends, and after-hours periods.
- Understands that in security operations, an uncovered shift is not simply a scheduling issue—it directly impacts the client and the safety and service of the property.

Why Join Probe Security?

Join Probe Investigation & Security Services Ltd. and become an important part of an organization with a long-standing history of serving Ontario.

As Scheduling Manager, you will play a key role in ensuring our security operations run smoothly by keeping our teams properly staffed, supporting our employees, and ensuring our clients receive the level of service they expect.

If you are organized, proactive, calm under pressure, and enjoy solving problems in a fast-paced environment, we would like to hear from you.

Apply today and become an integral part of the Probe Security operations team.

Probe Investigation & Security Services Ltd.
Serving Ontario Since 1978

Pay: $20.00-$25.00 per hour

Benefits:

- Dental care
- Extended health care
- Vision care

Experience:

- security guard: 4 years (required)
- scheduling: 2 years (required)

Work Location: In person

📌 Scheduling Manager (Canada)
🏢 Probe Security
📍 Canada