Operations Coordinator Ii

3 weeks ago

Columbia, United States Convergint Federal Solutions Full time

**Company Description**
Join our team at Convergint Federal Solutions. Become part of one of the nation's leading security integrators for the U.S. Federal Government.

Convergint Federal Solutions (CFS) is a systems integration company that is focused on the physical security with locations in Maryland, Virginia, and North Carolina. CFS is a leader in the design, integration, installation, maintenance, and operation of technically complex integrated physical security management systems. We have the ability to support the entire life cycle of these programs and projects—from security analyses, engineering and design, through installation, operation and maintenance—using in-house personnel and resources is our biggest discriminator.

**Why Join Us**:
Convergint Federal | SigNet Technologies offers a dynamic and innovative work environment where your contributions will have a direct impact on the success of the organization. We provide competitive compensation, comprehensive benefits, and opportunities for professional growth and advancement.

The role of an Operations Coordinator for Convergint Federal plays a crucial role in executing the field operations objectives. This position involves processes inside of field operations from managing fleet, box orders, safety gear (PPE), site access and certification tracking, and clearance training. Reporting to and working in junction with immediate manager to ensure seamless executive and efficiency in the day-to-day office operations.

**Value and Beliefs of this Role**:
The person in this role must provide world-class service to customers, colleagues, and communities. It requires a person of integrity, self-accountability, commitment to communicate openly and consistently, delivering results and having fun with laughter daily. In this role we want you to grow with us and deliver results as an exceptional Operations Coordinator.

This job requires a person who remains professional, organized, collaborative, detail oriented and always delivers consistency with urgency to get things done strategically, executing tactically through their team.

**Key Responsibilities**:
**Manage Execution of Box Sale Orders**:

- Create material request forms upon job booking from sales.
- Track shipments closely, ensuring timely receipt by the customer or coordinating shipment from Convergint Federal's warehouse.
- Signal accounting for invoicing post-material delivery.

**Manage Fleet in MD**:

- Oversee fleet vehicles for the DC/Metro location.
- Collaborate with fleet drivers to ensure scheduled maintenance, up-to-date tags and insurance, and regular vehicle inspections.
- Handle new vehicle orders and manage trade-ins when vehicles reach the end of their lifespan.

**Manage Company Tools and Safety Gear**:

- Collaborate with technicians to conduct quarterly truck inventory for company property, including tools and job equipment.
- Manage office tools, overseeing sign-in and out procedures when requested.
- Inventory and manage safety gear such as hard hats, vests, and harnesses.

**Assist with Onboarding**:

- Work closely with Operations leaders and HR to facilitate the onboarding process for new field colleagues.
- Ensure completion of onboarding paperwork for IT, facility access, clearance, uniforms, truck assignment, and tool allocation, if applicable.

**Site Access**:

- Assist Project Managers (PMs) with site access requests.
- Maintain a master list of colleagues' current credentials (CAC, PIV, site badges) and access permissions for various customer sites.

**Coordinate Operations Events**:

- Assist in scheduling and coordinating Operations events, including team-building activities and monthly meetings.
- Collaborate with partners for sponsorship and colleagues to reserve meeting locations.

**Assist Project Managers with Other Admin Functions**:

- Support submittal package preparation.
- Generate purchase orders for subcontractors.
- Participate in weekly resource calls.
- Assist with change orders.

**Manage Certifications and Clearance Training**:

- Maintain a comprehensive list of certifications, clearance training, and safety training.
- Ensure timely renewal of certifications before expiration.

**Other Duties**: Other duties assigned within reason of current role previously specified.
**Qualifications**
- HS/GED or College degree, trade school or equivalent experience (preferred) 4+ years call center, dispatch, or administrative experience.
- Exceptional telephone and personal customer service skills and ability to work under pressure.
- Excellent Microsoft Outlook, Excel, and Word skills.
- Strong financial knowledge and skills—ability to understand basic financials such as accounts receivable/payable, purchase orders, work orders, etc.
- Excellent flexibility to adapt to changing priorities and direction in a dynamic work environment.
- Excellent ability to facilitate a collaborative working environment for customers and team members.
- Solid organiz

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