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