Operations Coordinator

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- The Department Program Coordinator, Operations helps form and coordinate the administrative system that guides day-to-day operations of the department. This program coordination, in turn, helps support product development, production, commissioning and in-field product support. The administrative system also ensures the department head and other team members make the most of their time by receiving timely and accurate information to aid in decision-making process, and that required recurring activities and follow-ups are managed in advance. Our high-paced and rapidly growing business requires an Operations Coordinator comfortable performing the responsibilities thought an environmental/renewable energy lens._

**RESPONSIBILITIES**
- Support VP, Operations and Department:

- Project billing -Provides general oversight on time sheets, manage changes in project codes, input fields, formatting, follow up and communication updates to the team
- Employee reimbursement - Facilitating expense submission, liaise with finance and HR
- Procurement - Assistance with parts/component/tool tracking, follow up with suppliers and internal stakeholders, tracking cost
- Progress tracking - Oversees MS Teams task input, uploading and updating project trackers
- Documentation - distribute documents to necessary personnel, document formatting, editing, taking meeting minutes, follow up on action items
- OPS team general support - Regular reminders, maintaining records of training status of team, maintaining records of holiday status of team members, ensuring accountability
- Timesheet management
- Budget creation and management support
- Process training for team members
- Onboarding of new team members
- Work order administration
- Project coordination, MS Project file creation, and task tracking
- Business development support for the VP Operations
- Arranging orders and deliveries of uncommon emergency orders.
- Executes on administrative dialogue between teammates bridging gaps to assist in time management
- Liaising with staff in other departments, e.g. finance, HR
- Attend team meetings, manage video conferences, provide detailed meeting minutes, and track action items
- Work with key stakeholders to assist with scheduling and managing the information flow to the VP of Operations
- Additional administrative functions to include expense reports, travel coordination, operational tracking documentation (budgets, MS Project schedules, weekly progress reports, etc.), and preparation of documents and presentations.
- Assists with the creative development of innovative solutions to streamline processes
- Maintain VP Operations calendars, with full consideration of all department’s requirements, and ensuring meetings contain the appropriate attendees and agenda topics
- Act as first point of contact in researching/responding to routine enquiries and requests
- Work with the Operations team to ensure QMS is fully adhered to
- Oversee and activate clear, consistent operational procedures and practices to help the VP of Operations and the broader team manage their workloads
- Capture, collate and prepare presentation and communication materials for key team and executive meetings, planning sessions, etc.
- Proactively pursue strong positive relationships with all company staff
- Promote a culture of accountability and an atmosphere exuding confidence, excitement, and enthusiasm
- Spearhead special projects as assigned
- Perform any other needed duties as required

**EDUCATION, EXPERIENCE, AND QUALIFICATIONS**
- College or university degree in related field (e.g. Administrative Assistant Certificate) or equivalent work experience)5-8 years’ relevant work experience that includes fiduciary and international experience in the environmental, renewable energy, or climate change sector
- Strong computer skills, including proficiency with Microsoft Office Suite (MS Projects, PowerPoint, Outlook, Excel, Word). Previous design, expense management and ERP systems are also assets
- Strong verbal and written communication skills
- Detailed orientated with excellent organizational and time management skills
- Ability to execute multiple projects simultaneously under mínimal supervision
- Demonstrated investigation and problem-solving skills preferably in environmental/renewable energy projects
- Proactively anticipate problems and navigate issues as they arise with urgency, diplomacy, and situational sensitivity
- Independent thinker and self-starter capable of dealing quickly with a host of “asks” from multiple stakeholders both internal and external with little to no direction
- Demonstrated ability to deal with individuals at all levels, including Sr. Management and government leaders in a fast-paced, demanding environment, often with tight deadlines and multiple deliverables
- Demonstrated ability to learn and adapt continuously
- Experience in Field Service, Product Development, Manufacturing and Office Management an asset

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