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Operations Coordinator
3 months ago
This position has fondly been referred to as the 'Swiss army knife' position for operations. This exciting position will work directly with the Operations Manager to ensure the day-to-day operation is running smoothly. This position will predominately be office based but may require going to jobsites occasionally.
- Minimum 2 years in highway maintenance, construction, or related experience;
- Postsecondary education in the areas of office administration and/or equivalent experience in a related field(s), is preferred;
- Strong proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook), and Microsoft Teams;
- Excellent verbal and written communication skills;
- Superior problem solving;
- Ability to establish a good working relationship with many different people, including managers, subcontractors, administrators, and trades people;
- Outstanding organizational skills is essential for this position;
- Strong learning agility and a willingness to continually learn and develop;
- Ability to solve problems and make critical decisions;
- Strong communication and organizational skills with an ability to work with cross functional teams.
Job duties will include a wide variety of tasks, but are not limited to the following:
Operational duties:
- Reviews project inspections and quality control documents provided by field crews;
- Provides basic coordination and assists tendered projects as required;
- Takes immediate action to correct the situation should problems develop;
- Performs general data entry and file management;
- Provides administrative support to the operations manager and operational crews, including problem resolution, technical assistance, meeting agenda/minutes, and/or assist in the development of new work/document procedures;
- Maintains document and process control in both paper and electronic of records, permits, blueprints and contracts;
- Utilizing spreadsheets to track costs for active jobs;
- Dispatching work accordingly for crews on a daily basis;
- Creating spreadsheets to prioritize and identify upcoming required work for the government;
- Inputs and maintains manual and computerized information filing systems and ensures proper record of documentation.
Fleet duties:
- Provides administrative support to the fleet department, including Purchase Orders, Work Orders Invoice Payments, Registration, Licensing & Insurance, and milage reports;
- Provides administrative support with ICBC claims, including documentation collection, correspondence with ICBC adjustors;
- Coordinates and schedules company equipment/vehicles to be available for repairs and maintenance to be in compliance with the Fleet preventive maintenance program;
- Manage the filing and compliance of fleet documents including but not limited to vehicle registrations, insurance, licensing and inspections;
- Manage and track fleet maintenance and repairs are scheduled in accordance with the quality standards of the Company's Preventative Maintenance Program;
- Collects, analyzes, maintains and administers data essential for inventory management of equipment.
Safety duties:
- Collects, analyzes, maintains a list of a 'preapproved' subcontractor list. Assist with the assessment and review of subcontractors;
- Assists the safety department in the ReturntoWork Program;
- Reviews the effectiveness of electrical subcontractors;
- Obtains supplier quotes, ensures materials are ordered and subcontracts as needed;
- Collects, analyzes, maintains and administers data essential for effective Quality programs, including incident and inspection reports;
- Assists the safety advisor in preparation of seasonal/annual audits;
- Maintains employee certification and training records and coordinates/schedules electricians to be available for upcoming training.
