Operations Coordinator

4 weeks ago

Edmonton, Canada Cliffs Transport, Recovery and Towing Full time

The Operations Coordinator plays a crucial role in ensuring the smooth operation of the transportation department. The responsibilities encompass a wide range of tasks, from administrative duties to financial processes and resource coordination and assist in the day-to-day management of transportation operations.

You will often communicates with the Operations Manager whom you will be reporting to. You will rely on their support to ensure that the transportation department functions effectively and meets its performance targets. This structure helps maintain clear lines of communication and accountability within the transportation department.

**Key responsibilities**:

- Provide information and updates to both internal and external stakeholders, which can include team members, management, and external partners.
- Perform data entry tasks and maintain departmental databases with a strong focus on accuracy.
- Assist in the issuance of preventative maintenance work orders and request maintenance work orders for the transportation fleet.
- Track the completion of maintenance tasks and generate reports to monitor the status and performance of maintenance activities.
- Assist in completing operational and capital budgets, forecasts, and other financial processes within the business unit.
- Coordinate work schedules to prevent and mitigate potential operational conflicts.
- Administer the fleet vehicles program, which may include vehicle maintenance, fuel management, and tracking usage.
- Support business unit leaders in completing special initiatives and projects as required.
- Manage invoices and financial processes to assist the business unit.
- Coordinate resource requests for large events, ensuring that the necessary transportation resources and staff are available and properly allocated.
- Assist in payroll processing and timekeeping requirements.
- Complete meeting minutes, agendas, and other documents to support the business unit's activities.
- Source and order supplies and equipment as needed to support the transportation department's operations.
- You will play a pivotal role in ensuring that the transportation department functions efficiently, meets its financial goals, and provides excellent service to both internal and external stakeholders.
- Coordinate and dispatch transportation resources, ensuring timely delivery and pickup of goods or passengers.
- Monitor routes and schedules to optimize transportation efficiency and respond to any changes or delays.
- Handle and process claims related to transportation incidents, such as accidents, damaged goods, or delivery delays.
- Work with relevant parties to investigate and resolve claims in a fair and timely manner.
- Provide excellent customer service to internal and external stakeholders, and maintain strong communication addressing inquiries, concerns, and resolving issues promptly and professionally.
- Track and report Key Performance Indicators (KPIs) related to transportation operations. This may include metrics such as on-time delivery, fuel efficiency, maintenance costs, and customer satisfaction; use KPI data to identify areas for improvement and implement strategies to meet or exceed performance targets.
- Use transportation software and tools to optimize routes and schedules
- Stay informed about and ensure compliance with transportation regulations and safety standards, such as hours-of-service regulations for drivers or vehicle safety requirements.
- Promote and support safety within the transportation department by implementing safety procedures, conducting safety training, and addressing safety concerns.
- Develop and maintain safety records and incident reports.
- Utilize transportation management software and technology to enhance tracking, reporting, and overall efficiency in operations.
- Maintain thorough records, logs, and reports related to transportation activities, claims, and customer interactions.
- Prepare regular reports for management and stakeholders.
- Act as a point of contact for addressing and resolving transportation-related issues and challenges, both proactively and reactively.
- Identify opportunities for process improvement within the transportation department and implement changes to enhance efficiency and reduce costs.

**Shift Information**:
This is a 24/7 business and although the shift typically runs 9am-6pm, however you will need to be on-call to assist with business matters. This role will support Operations Manager, you will be expected to vary your work hours to communicate with different shifts electronically, over the phone and in person as necessary.

**Essential Skills**:

- Class 1 license
- 2 years of progressive experience from call-taker to dispatcher
- 4 years of proven coordinator experience preferably in towing industry
- Excellent communication skills
- Quality and Customer focused
- Direct experience assessing operational needs and developing a plan of action
- Intermediate/advanced computer

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