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