Operations Coordinator

Job Title: Operations Coordinator

Position Summary

The Operations Coordinator is a hands-on working leadership position responsible for the daily readiness, organization, accountability, and operational support of the facility, fleet, equipment, tools, inventory, and supplies.

This is not a desk-based management position or a role focused solely on delegating work. The Operations Coordinator is expected to work directly within the facility, yard, warehouse, and fleet environment while maintaining organization and documentation necessary to support reliable field operations.

Success in this position is measured by minimal preventable downtime. Maintaining a safe, organized, accountable, and production-ready operation in which crews, vehicles, equipment, materials, and tools are prepared when needed, deficiencies are resolved promptly, and company assets are properly maintained and accounted for.

Responsibilities

Facility Organization & Field Support

·      Own the daily readiness, cleanliness, security, and organization of the equipment yard, warehouse, inventory locations, and other operational spaces in accordance with company standards.

·      Conduct routine walkthroughs of shop and yard and understand what we have and where to find it.  Address opportunities involving cleanliness, logical organization, safety, storage, inventory, and accessibility.

·      Conduct monthly facility quality-control review at least once per month, identifying areas of opportunity, organizational suggestions and target completion dates.

·      Maintain a prioritized “rain day,” assistance-needed, and operational-improvement task list containing productive work that can be completed when field schedules change.

·      Verify completion of tasks and readiness of equipment, and tools rather than considering work complete based solely on verbal confirmation.

·      Have trucks, equipment, tools, materials, and supplies ready so crews can mobilize efficiently at the beginning of the workday to minimize crew delays caused by preventable readiness issues.

·      Adjust operational priorities throughout the day based on changing crew, project, equipment, and management needs.

·      Coordinate material pickups, vendor returns, unused-material returns, pallet-core returns, warranty returns, and dumpster waste & tire removal.

·      Support new-hire onboarding by preparing required lockers, PPE, tools, equipment, and assigned supplies before or at the employee’s scheduled start date.

Crew Readiness & Operational Support

·      Anticipate upcoming crew needs by reviewing schedules, known scopes of work, equipment requirements, material needs, and seasonal operating demands.

·      Coordinate with field leadership and management to confirm that required trucks, trailers, equipment, tools, PPE, and operational supplies are available and properly prepared.

·      Assist field personnel in resolving equipment, material, tooling, and operational-support issues that arise during the workday.

·      Identify recurring readiness failures and recommend process improvements to prevent repeat occurrences.

·      Be proactive with crew, review and confirm known next-day equipment and operational requirements before the end of the preceding workday when schedules are available.

·      Minimize preventable field downtime caused by missing documentation, overlooked inspections, missing tooling, improper asset assignment, or known unresolved readiness issues.

·      Demonstrate ability to identify a problem, take appropriate action, communicate effectively, and follow through until the issue is resolved.

Inventory, Tools & Supplies

·      Manage inventory, storage, organization, purchasing coordination for consumables, PPE, stocked repair parts, truck materials, upfitting supplies, company tools, project materials, and other operational inventory.

·      Maintain appropriate stocking levels of consumables, truck materials, PPE, shop supplies, and routinely used operational materials by doing weekly visual checks on stock levels.

·      Establish clearly identified and organized locations and maintain levels for routinely stocked materials, tools, and supplies based on usage, and operational needs.

·      Maintain accurate inventory records at all times for critical operational supplies to avoid reactive orders.

·      Maintain accountability for tools and equipment assigned to the shop, vehicles, crews, and individual employees by coordinating quarterly audits.

·      Investigate missing, overdue, damaged, or unaccounted-for tools and equipment within one business day and follow up promptly with the responsible employee, crew, or manager.

·      Coordinate tool replacement, warranty claims, replacement parts, and sourcing with the Lead Mechanic and management.

Fleet & Equipment Management

·      Own the operational readiness, organization, documentation, tracking, and accountability of company vehicles, trailers, excavation equipment, compact equipment, snow equipment, and other assigned assets.

·      Routinely inspect trucks, trailers, equipment, and vehicle-specific tooling for mechanical deficiencies, damage, cleanliness issues, and safety concerns.

·      Conduct quarterly audits of fleet vehicles, trailers, equipment, and assigned tooling to verify that assets are safe, properly equipped, accurately documented, and ready for operation.

·      Coordinate with management and the Lead Mechanic to prioritize repairs according to safety, and operational urgency.

·      Monitor downtime, recurring mechanical issues, repeated operator damage, and preventable deficiencies and escalate repeated or preventable asset damage to management.

·      Evaluate vehicle and equipment availability against upcoming scopes of work, crew schedules, seasonal needs, and known operational requirements.

·      Coordinate and implement seasonal changes for maintenance and storage for loaders, compact equipment, forklifts, snow equipment, and other seasonal assets.

·      Administer and audit fleet management systems (Autoleap, Link2Pump, Samsara) to maintain accurate asset records, locations, assignments, and operational data; investigate and resolve discrepancies involving missing, inactive, improperly assigned, or unreturned assets.

·      Monitor preventive maintenance requirements for company vehicles, trailers, and equipment based on mileage, engine hours, service history, manufacturer intervals, and established maintenance schedules.

·      Verify that GPS devices, cameras, decals, unit numbers, and other assigned upfitting remain functional, accurate, and properly installed.

·      Coordinate upcoming maintenance with the Lead Mechanic and management to minimize disruption to field production and confirm completed maintenance and repairs are accurately recorded in Autoleap.

·      Ensure receipts, invoices, service notes, are attached to the corresponding repair or maintenance record when required.

·      Follow up on open repair items and communicate delays involving parts availability, vendor scheduling, authorization, or operational constraints.

·      Coordinate with the Administrative staff regarding registrations, insurance documentation, compliance records, fuel deliveries, off-road fuel reporting, refunds, permits, and other fleet-related administrative requirements.

·      Follow established asset onboarding, transfer, and disposal checklists for new, purchased, transferred, or sold assets.

·      Maintain inspection-machine requirements, inspection stickers, EZ Pass records, weight permits, HUT documentation, and other applicable fleet records.

·      Create and maintain required checklists and records for asset purchases, transfers, disposals, upfitting, registration, insurance, tracking, and compliance.

Communication, Accountability & Reporting

·      Maintain timely, accurate communication with management, field crews, mechanics, office personnel, vendors, and other employees involved in operational support.

·      Identify and take ownership of operational opportunities by developing solutions, presenting recommended corrective actions to management when approval is required, and following through on implementation until the issue is resolved.

·      Escalate unresolved safety concerns, recurring deficiencies, preventable equipment damage, missing assets.

·      Communicate material operational risks before they create avoidable field disruption whenever reasonably possible.

·      Follow issues through to completion rather than considering communication or delegation alone to constitute resolution.

·      Maintain up to date communication on Asana for open operational issues requiring follow-up, and review outstanding high-priority projects regularly and document status changes until resolved.

·      Respond to management requests within a reasonable timeframe based on urgency and business impact and communicate updates through Slack.

·      Provide management with clear documentation regarding repeated asset damage, recurring deficiencies, unexplained losses, excessive downtime, or repeated noncompliance.

·      Demonstrate consistent follow-through from identification of an issue through documented resolution or management escalation.

Requirements

·       Valid Driver’s license (CDL Class A preferred)

·       Ability to lift minimum of 50 pounds

·       Excels at supporting operations, fleet coordination, or heavy equipment management.

·       Strong organizational and communication skills; able to manage multiple priorities.

·       Understanding of preventive maintenance and mechanical workflows.

·       Proficiency with digital tracking tools (Samsara, Autoleap, Sortly, Asana)