Facility Coordinator

Reporting to the Field Services Manager, the Facility Coordinator oversees various aspects of shop operations including maintaining fleet vehicles, deployment of vehicles and/or tooling for on site jobs and supervision of shop staff.

Fleet Management:

* Procure new fleet vehicles as required to meet operational needs.
* Conduct routine preventative maintenance on vehicles to uphold functionality and safety standards.
* Manage the annual registration and insurance renewal process for all fleet vehicles.
* Implement improvements to record-keeping processes to enhance efficiency and accuracy in tracking fleet-related data.
* Follow-up with after incidents involving fleet vehicles to ensure proper repairs are being conducted.

Tooling Management:

* Maintain accurate inventories of tools and equipment, ensuring availability for operations.
* Facilitate the procurement of new equipment and tools as needed through quotation processes.
* Maintain an inventory of tools required for industrial mechanic tasks, ensuring availability and functionality.
* Conduct regular calibration checks on tools to ensure accuracy and compliance with industry standards.
* Keep detailed records of tool calibration dates and certificates to ensure regulatory compliance and facilitate audits.
* Coordinate with external vendors or calibration facilities as needed to calibrate tools and obtain necessary certifications.
* Implement systems or procedures to track tool usage, repairs, and replacements to optimize efficiency and minimize downtime.

Deployments

* Coordinate the deployment of vehicles and tooling units for on-site jobs, ensuring they are properly equipped with necessary supplies and adhere to safety regulations.
* Prepare company vehicles for deployment to job sites by ensuring they are equipped with necessary tools, office supplies, consumables, and any other required materials.
* Coordinate the timely delivery of vehicles and tooling units to the correct job sites, ensuring they arrive punctually and in proper condition.
* Monitor job site schedules and ensure vehicles tooling units are deployed and retrieved according to project timelines.
* Conduct post-job inspections and receive vehicles and tool units from job sites, ensuring they are returned in good condition and all tooling and equipment is accounted for.
* Communicate effectively with project managers and team members to coordinate vehicle, tooling deployment and retrieval logistics.

Fleet Management:

* Procure new fleet vehicles as required to meet operational needs.
* Conduct routine preventative maintenance on vehicles to uphold functionality and safety standards.
* Manage the annual registration and insurance renewal process for all fleet vehicles.
* Implement improvements to record-keeping processes to enhance efficiency and accuracy in tracking fleet-related data.
* Follow-up with after incidents involving fleet vehicles to ensure proper repairs are being conducted.

Tooling Management:

* Maintain accurate inventories of tools and equipment, ensuring availability for operations.
* Facilitate the procurement of new equipment and tools as needed through quotation processes.
* Maintain an inventory of tools required for industrial mechanic tasks, ensuring availability and functionality.
* Conduct regular calibration checks on tools to ensure accuracy and compliance with industry standards.
* Keep detailed records of tool calibration dates and certificates to ensure regulatory compliance and facilitate audits.
* Coordinate with external vendors or calibration facilities as needed to calibrate tools and obtain necessary certifications.
* Implement systems or procedures to track tool usage, repairs, and replacements to optimize efficiency and minimize downtime.

Deployments

* Coordinate the deployment of vehicles and tooling units for on-site jobs, ensuring they are properly equipped with necessary supplies and adhere to safety regulations.
* Prepare company vehicles for deployment to job sites by ensuring they are equipped with necessary tools, office supplies, consumables, and any other required materials.
* Coordinate the timely delivery of vehicles and tooling units to the correct job sites, ensuring they arrive punctually and in proper condition.
* Monitor job site schedules and ensure vehicles tooling units are deployed and retrieved according to project timelines.
* Conduct post-job inspections and receive vehicles and tool units from job sites, ensuring they are returned in good condition and all tooling and equipment is accounted for.
* Communicate effectively with project managers and team members to coordinate vehicle, tooling deployment and retrieval logistics.

Purchase Orders

* Efficiently generate and distribute Purchase Order (PO) numbers utilizing Spectrum software, ensuring timely and accurate documentation of procurement activities and adherence to departmental requirements and specifications.
* Accurately assign purchased items to the appropriate costing accounts within the financial system, maintaining alignment with budgetary guidelines and ensuring precise financial reporting.
* Manage the receipt of ordered items within Spectrum, ensuring prompt an accurate recording of incoming supplies while verifying quality and quantity against corresponding purchase orders
* Review and validate invoices received from the Finance group, ensuring accuracy and compliance with purchase order terms and price agreements, and approve them for payment
* Sustain accurate records for Spectrum, conducting regular audits to ensure data integrity and compliance.

Shop Operations:

* Uphold cleanliness and organization within the shop environment to foster a safe and efficient workspace.
* Monitor spare inventory levels and manage replenishment processes to prevent shortages.
* Oversee the issuance and receipt of purchase orders for shop-related purchases, ensuring compliance with approval protocols.

Supervision:

* Provide direct supervision and guidance to shop hand(s), monitoring their daily activities and performance.
* Foster a culture of safety and productivity among shop staff, emphasizing adherence to established procedures.
* Serve as a point of contact for escalated issues and provide support as needed to resolve challenges.

Education & Experience

* High school diploma or equivalent; additional certifications or training in mechanics preferred.
* Demonstrated experience in fleet management and/or shop operations within an industrial setting.
* Experience in purchasing, inside sales, or inventory control would be beneficial.
* Oil and gas experience is ideal, but not mandatory.
* Computer proficiency in MS Outlook, Microsoft office with skilled knowledge of Excel.
* Strong oral and written communication and interpersonal skill.
* Strong organizational and time management skills with the ability to prioritize.
* Ability and desire to consistently meet deadlines with minimal supervision.

Knowledge & Skills

* Effective communication and interpersonal abilities to interact with team members and external stakeholders.
* Effective communication and interpersonal abilities to interact with team members and external stakeholders.
* Accuracy and attention to detail is required.
* Self-motivated and thrives in a fast-paced environment.
* Demonstrates effective verbal and written communication skills
* Motivated, extremely well organized, punctual, honest, and quick to learn
* Deadline oriented
* Aptitude for systems and technology


* Possesses working knowledge of ERP systems