• UT Operations Coordinator, Calgary
    • Calgary, Alberta
    • Permanent
    • Our client is the world’s only inspection and industrial services specialist, combining innovative technologies, critical insights, state-of-the-art equipment, and advanced data management with a streamlined project approach. Dedicated to significantly increasing the lifetime and performance of industrial assets and installations, they have the ability to create unique packages and turnkey solutions, adding value to keep industrial assets safe and efficient.

      Due to rapid growth, our client has a newly created position for an Operations Coordinator, to join the UT team in Calgary, Alberta.

      Reporting Relationship

      This position reports to the UT Operations Manager - Canada, and regularly interfaces with the America’s project management team, sales and commercial team, accounting and QHSE.

      Position Summary

      The Operations Coordinator will provide support by leading the coordination of equipment and manpower scheduling, project administration, document management, initiation of project setup, timesheet validation, invoice requests and various other responsibilities, ensuring a high level of customer service and attention to detail for the entirety of assigned projects.

      Activities

      • Selecting and mobilizing suitable field personnel for assignments, utilizing Company scheduling tools.
      • Liaising with Project Managers and Equipment Supply Team to ensure resources are appropriately allocated to projects.
      • Coordinating travel, shipments, and other related actions in conjunction with the designated Travel Coordinator and Shop Technician.
      • Coordinate technician training required to access customer sites, maintain a record of completed trainings.
      • Validate time sheets and expense reports, ensuring accurate project coding for all operational employees, in preparation for manager approval.
      • Initiate requests for project setup, ensuring timely setup.
      • Initiate invoicing requests, perform invoice review ensuring compliance with client requirements. Review invoice payment status and liaise with project manager to support collections project.
      • Perform quality control review of field documentation, including but not limited to time sheets, field tickets, and other required paperwork to support documentation is correct for invoicing per company and client requirements.
      • Oversee the local office inventory of necessary supplies, materials, and consumables is at optimal levels at all times.
      • Receive visitors and deliveries at the local office.
      • Perform review of project planning checklists, following up with Project Managers as needed.
      • Maintain operational planning tools and software, serving as the process and system owner.
      • Assume ownership of operational administrative processes, identifying and implementing improvements.
      • Demonstrate excellent communication skills, professionalism, and promote a positive work environment. Customer service attitude both internally and externally.
      • Enforce and abide the requirements of safe operation and personal safety using required Personal Protective Equipment.
      • Support the tracking and reporting of Operational Key Performance Indicators.
      • Attend operations meetings as required.
      • Support process improvement initiatives.
      • Continuously learn to successfully adapt to evolving working and business environment demands.
      • Other clerical duties as required including but not limited to maintaining files, copying, scanning, and other required duties.

       

      Key Performance Indicators

      Key performance indicators will be agreed as pertinent to the role; however, they are present to ensure the business is continually improving. Performance indicators are as follows and are subject to change as business needs evolve:

       

      • Project Setup Requests raised within 2 business days of Sales to Operations handover.
      • Creation of project in company scheduling tool within 1 business day.
      • Invoice Request raised within 3 business days from of Project completion.
      • Compliance with timesheet and expense submissions.

      What you should bring to the team

      • Bachelors or Technical degree preferred.
      • Ability to work on-site in the office daily.
      • Minimum 3 years’ experience in  similar project support and administrative role.
      • Excellent communication skills (English, both written and verbal).
      • Strong attention to detail and follow-up track record.
      • Excellent organization and time management skills.
      • Deadline focused and ability to work under time constraints.
      • Ability to work independently and manage multiple projects.
      • Process/procedure focus is a requirement.
      • Advanced competency with Microsoft Office products (Word, Excel, PowerPoint, Outlook) and other applications such as Adobe Acrobat, required.
      • Strong ability to communicate effectively and in a constructive manner with managers, peers, and customers.
      • Ability to travel occasionally nationally and internationally (~5% or less).

       

      Proud to offer Employees:

      • A technical, professional, and challenging work environment.
      • Competitive wages and a bonus system based on company & individual performance.
      • Engaging company culture that encourages teamwork and rewards both team and individual achievements.
      • Extended Healthcare benefits coverage (including dental & vision), life and AD&D insurance, flexible work hours and paid time off.

       

Poly Tech Talent Inc. is committed to accommodating the individual needs of job candidates, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA), within our recruitment processes and skills testing practices. Job candidates are asked to contact us if you require any accommodations to ensure your equal participation in recruitment and job selection processes.