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Administrative Operations Coordinator

2 months ago

Denver, Colorado, United States Gana-A'Yoo, Limited - Antarctic Program Full time

Gana-A'Yoo Services Corporation (GSC) is recognized for its commitment to quality service delivery, operational excellence, and customer satisfaction, particularly in the areas of Food Service, Janitorial Services, and Administrative Support. GSC plays a vital role in supporting the National Science Foundation's United States Antarctic Program through the Antarctic Support Contract (ASC), and we are currently looking for an Administrative Coordinator/Kitchen Clerk at McMurdo Station.

As an Administrative Coordinator, your primary responsibility will be to provide administrative assistance to the Food Services department at McMurdo. This role encompasses a variety of administrative tasks, including maintaining departmental records and communications, serving as the primary contact for personnel and document management, and handling sensitive information with discretion. You will also oversee the receipt, organization, inventory, and distribution of food and supplies to ensure exceptional customer service. Additionally, you will be responsible for upholding safety standards in food storage areas while acquiring and maintaining a comprehensive understanding of relevant ASC and GSC policies and procedures. The role is divided into approximately 40% administrative duties and 60% kitchen responsibilities.


POSITION TITLE: Administrative Coordinator

SEASON: Austral Winter

LOCATION: McMurdo Station, Antarctica

DEPARTMENT: Gana-A'Yoo Services Corporation (GSC) Antarctica

REPORTS TO: Food Service Supervisor


KEY RESPONSIBILITIES:

  • Engage professionally with personnel from the National Science Foundation, grantees, ASC & GSC employees, subcontractors, and other USAP participants through various communication channels.
  • Provide comprehensive administrative support to Headquarters staff and Area Management as required.
  • Assist in the development of Standard Operating Procedures (SOP) and Quality Assurance (QA) documentation, as well as timecards and other necessary reports.
  • Maintain the Safety database for Food Services.
  • Act as the personnel point of contact for Food Services, facilitating accurate and timely interactions with other divisions regarding personnel matters.
  • Manage the Food Service Personnel Roster and assist in the recruitment and onboarding processes as needed.
  • Coordinate documentation for Food Services across all departments, offering guidance and training to employees as necessary.
  • Collect, organize, and distribute departmental correspondence, ensuring proper routing for action.
  • Serve as the documentation point of contact for Food Services, maintaining and organizing files and manuals for policies, procedures, and reports.
  • Ensure a safe working environment by prioritizing safety protocols on the job site.
  • Assist with kitchen operations, including support for Cooks and Stewards.
  • Be prepared to work extended hours as required.
  • Deliver outstanding customer service to the supported department, effectively communicating with customers and management, and addressing feedback and concerns promptly.
  • Complete assigned tasks as directed.
  • Receive and manage all incoming food and supplies for the kitchen.
  • Keep kitchen storage areas and delivery docks organized and clean.
  • Process food requests and track usage accurately.
  • Collaborate with management on the cost of food supplies issued outside the kitchen.
  • Document the issuance and return of supplies accurately.
  • Coordinate with Food Service Supervisor and culinary management regarding product utilization and the timely use of fresh produce.
  • Monitor stock levels and communicate needs to the Food Service Supervisor and culinary management.
  • Implement FIFO (First In, First Out) stock rotation practices.
  • Conduct inventory audits of supplies.
  • Track weekly deliveries and assist in preparing necessary reports.
  • Work with the Food Service Supervisor to develop a task list for the upcoming season.
  • Prepare supplies and cargo for return shipments.
  • Ensure proper storage and handling of all cargo upon receipt.
  • Understand hazardous cargo and waste regulations and shipping requirements.
  • Exhibit strong leadership, communication, and organizational skills.
  • Adapt to working in various weather conditions for extended periods.
  • Thrive in a diverse team environment, fostering teamwork and collaboration.
  • Maintain a flexible and positive attitude in a dynamic work setting.
  • Accurately track all data related to operational metrics.
  • Support Operations Division metrics through assigned duties.
  • Comply with all Environmental Health & Safety and Quality Assurance requirements, ensuring all team members are trained accordingly.
  • Safely lift and move items of varying weights.
  • Perform additional duties as assigned.

EDUCATION:

  • High School diploma or GED.

CERTIFICATION AND/OR LICENSING REQUIREMENTS:

  • Must obtain a current ServSafe Food Handler certification prior to deployment.
  • Valid driver's license.
  • Valid U.S. Passport.

EXPERIENCE:

  • At least two years of administrative office experience is required, along with a minimum of one year of cooking experience in a high-volume setting.
  • Basic proficiency in computer applications, including word processing, spreadsheets, and databases.
  • Prior experience with Station Services in Antarctica may be considered in lieu of minimum experience.

OTHER:

  • U.S. citizenship or permanent residency is required.
  • Successful completion of a Tier 1 - Elevated Background Investigation (EBI) is a prerequisite for employment.

Gana-A'Yoo, Limited (GYL), an Alaska Native Corporation, provides services under ongoing contracts across various facility types, including military training sites, emergency management centers, and temporary field locations. In partnership with ESS Support Services, a Division of Compass Group, GYL delivers operational management support, specializing in remote camp and catering services in diverse and challenging environments. Payroll and benefits are managed by Compass Group.


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We are an Equal Opportunity Employer, considering applicants without regard to race, sex, religion, national origin, disability, veteran status, or any other protected status. EEO is the Law poster.