Operations Coordinator

Operations Coordinator

Aski Reclamation LP an indigenous-owned environmental consulting company which integrates First Nations’ knowledge with science, to deliver solutions to our clients and pave the way for industry best practices in Restoration, Restoration, and Environmental Services.

The Operations Coordinator is responsible for coordinating the daily activities of the business, ensuring that all departments are running smoothly with minimal downtime or interruption. They work to optimize our processes, identifying and solving problems that exist at any level of the business, and ensure that employees have access to and follow any operational guidelines necessary for the smooth functioning and success of the business. Prime areas of focus under their purview are office equipment and logistics functions, and office administration.

Reports to:

General Manager

Direct reports:

Equipment and Logistics Coordinator; Office Administrator (during field season);

Work Environment

The Aski offices are situated on the outskirts of Chetwynd, BC, roughly 12 minutes from town towards Moberly Lake, BC.  You will find a relaxed and casual office atmosphere with Field Crews and Scientists coming in and out of the office as their shifts begin and end. 

The Operation’s Coordinator works a hybrid between office and field sites.

Major Duties

• Facilitate cross-channel feedback from employees to management and executive teams
• Work with the leadership team to learn departmental goals and make necessary changes to office administration and/or equipment and logistics functions/processes to help achieve said goals

• Help communicate/reinforce the goals of the leadership team to the project teams and other employees to support change management
• Observe, review, and analyze processes to identify inefficiencies and areas where improvements could be made; work to implement employee feedback into our procedures for continual improvement
• Actively participate in the recruitment process, including interviews and orientations, and ensuring the onboarding process is followed
• Oversight the company’s subscriptions, systems, programs, and service provider contracts (relative to the office) ensuring they meet business needs
• Arrange for office maintenance, upkeep, and repairs
• Assist the General Manager with facilitating staff meetings, functions, and community events
• Collect/document data and maintain accurate company or departmental records; oversee file management on SharePoint
• Provide staff with the necessary support and resources to effectively do their jobs to the best of their abilities; delegate and assign duties to direct reports
• Staff management of direct reports; review and approve timesheets, vacation, leave requests, and conduct performance evaluations
• Review incident reports and work with leadership and Health and Safety to update processes to mitigate future incidents
• Ensure fleet insurance is in place and records stored
• Update documents such as the organization chart, workflow charts, orientation materials, etc.
• Assist and direct crew leads on project preparation
• Oversee equipment and logistics functions as well as office administration

Equipment and Logistics

Oversee equipment and logistics tasks related to procuring, maintaining, and improving company equipment. These tasks are primarily executed by field leads but require oversight and coordination from the Operations Coordinator:

• Liaise with service providers to perform regular inspections of supplies (vehicles, trailers, PPE, H2S Monitors, etc.)
• Perform regular inspection of supplies, vehicles, trailers, etc.
• Organize and coordinate equipment repairs/maintenance
• Ensure supplies are adequately stocked, and warehouse is kept in a neat and tidy order
• Transport vehicles to and from inspection/maintenance service providers
• Assist in the collection and proper storage of insurance papers
• Contributes to the maximization of project execution and workflow by ensuring supplies are readily available
• Laisses with project managers to ensure we have the necessary equipment readily available

Office Administration

The Operations Coordinator will oversee an office administrator during the busy field season; however, during the winter months, they will assume the administrative tasks of the office, contributing to the efficiency of day-to-day operations.

• Schedule meetings with groups, assisting with presentations and data consolidation
• Conduct office portion of new hire orientation; collect paperwork (copy of tickets and driver’s license, banking information, signed contract and policies), create personnel file, and provide Finance/HR with information required to complete benefits and payroll set up
• Arrange for new hire IT access, supplies and hardware as required
• Review orientation package and policies with new hire
• Collect, track, and coordinate worker training and certifications under the advisement of the Health and Safety Manager
• Set new hire up in SiteDocs and other systems as required
• Upload copies of tickets into SiteDocs
• Arrange training courses for staff
• Track housing units (which are available or vacant), issue units and keys, document rental agreements, etc.
• Coordinate catering for meetings
• Collect and distribute mail
• Manage, order, and restock office supplies
• Assist with formatting templates/files for Health and Safety
• Assist Health and Safety Manager in uploading and organizing audit documentation
• Scanning, filing, and other administrative duties as assigned

Education and Skills

• Minimum 5 years in a coordinator or management role with preference given to candidates that possess post-secondary certification in office or business administration
• Proficient in Microsoft 365 applications
• Strong organization, coordination, and prioritization skills
• Clear communication skills both verbal and written
• Strong documentation skills
• Ability to work in a fast-paced team environment