Operations Coordinator Jobs

This is a remote position.

Operations Coordinator

Our Client is an indigenous-owned environmental consulting company which integrates First Nations’ knowledge with science, to deliver solutions to our clients and pave the way for industry best practices in Restoration, Restoration, and Environmental Services.

The Operations Coordinator is responsible for coordinating the daily activities of the business, ensuring that all departments are running smoothly with minimal downtime or interruption. They work to optimize our processes, identifying and solving problems that exist at any level of the business, and ensure that employees have access to and follow any operational guidelines necessary for the smooth functioning and success of the business. Prime areas of focus under their purview are office equipment and logistics functions, and office administration.

Requirements

Reports to:

General Manager

Direct Reports:

Equipment and Logistics Coordinator; Office Administrator (during field season)

Work Environment

You will find a relaxed and casual office atmosphere with Field Crews and Scientists coming in and out of the office as their shifts begin and end.

The Operation’s Coordinator works a hybrid between office and field sites.

Major Duties

• Collect/document data and maintain accurate company or departmental records; oversee file management on SharePoint
• Arrange for office maintenance, upkeep, and repairs
• Ensure fleet insurance is in place and records stored
• Observe, review, and analyze processes to identify inefficiencies and areas where improvements could be made; work to implement employee feedback into our procedures for continual improvement
• Help communicate/reinforce the goals of the leadership team to the project teams and other employees to support change management
• Actively participate in the recruitment process, including interviews and orientations, and ensuring the onboarding process is followed
• Staff management of direct reports; review and approve timesheets, vacation, leave requests, and conduct performance evaluations
• Work with the leadership team to learn departmental goals and make necessary changes to office administration and/or equipment and logistics functions/processes to help achieve said goals
• Assist the General Manager with facilitating staff meetings, functions, and community events
• Provide staff with the necessary support and resources to effectively do their jobs to the best of their abilities; delegate and assign duties to direct reports
• Review incident reports and work with leadership and Health and Safety to update processes to mitigate future incidents
• Update documents such as the organization chart, workflow charts, orientation materials, etc.
• Oversight the company’s subscriptions, systems, programs, and service provider contracts (relative to the office) ensuring they meet business needs
• Facilitate cross-channel feedback from employees to management and executive teams
• Assist and direct crew leads on project preparation
• Oversee equipment and logistics functions as well as office administration

Equipment and Logistics

Oversee equipment and logistics tasks related to procuring, maintaining, and improving company equipment. These tasks are primarily executed by field leads but require oversight and coordination from the Operations Coordinator:

• Contributes to the maximization of project execution and workflow by ensuring supplies are readily available
• Liaise with service providers to perform regular inspections of supplies (vehicles, trailers, PPE, H2S Monitors, etc.)
• Perform regular inspection of supplies, vehicles, trailers, etc.
• Assist in the collection and proper storage of insurance papers
• Transport vehicles to and from inspection/maintenance service providers
• Organize and coordinate equipment repairs/maintenance
• Ensure supplies are adequately stocked, and warehouse is kept in a neat and tidy order
• Laisses with project managers to ensure we have the necessary equipment readily available

Office Administration

The Operations Coordinator will oversee an office administrator during the busy field season; however, during the winter months, they will assume the administrative tasks of the office, contributing to the efficiency of day-to-day operations.

• Assist Health and Safety Manager in uploading and organizing audit documentation
• Schedule meetings with groups, assisting with presentations and data consolidation
• Scanning, filing, and other administrative duties as assigned
• Conduct office portion of new hire orientation; collect paperwork (copy of tickets and driver’s license, banking information, signed contract and policies), create personnel file, and provide Finance/HR with information required to complete benefits and payroll set up
• Assist with formatting templates/files for Health and Safety
• Review orientation package and policies with new hire
• Set new hire up in SiteDocs and other systems as required
• Arrange for new hire IT access, supplies and hardware as required
• Upload copies of tickets into SiteDocs
• Track housing units (which are available or vacant), issue units and keys, document rental agreements, etc.
• Collect, track, and coordinate worker training and certifications under the advisement of the Health and Safety Manager
• Coordinate catering for meetings
• Collect and distribute mail
• Arrange training courses for staff
• Manage, order, and restock office supplies

Education And Skills

• Ability to work in a fast-paced team environment
• Clear communication skills both verbal and written
• Strong documentation skills
• Minimum 5 years in a coordinator or management role with preference given to candidates that possess post-secondary certification in office or business administration
• Strong organization, coordination, and prioritization skills
• Proficient in Microsoft 365 applications