Project Coordinator

-

Title:    Project Coordinator (Dispatcher)
Primary Function:    Accurately multi-tasking all activities surrounding the dispatch of field personnel: receiving and placing calls (vendors, technicians and other company and client representatives), creating and sending dispatch notices, and accurately maintaining the schedule board in a fast-paced environment.
Department:    Industry Oil and Gas
Direct Report:    Manager of Operational Systems

Key Responsibilities:
•    Work a rotating schedule to provide coverage of incoming calls and emails for service 
•    Includes regular weekend and night shifts depending on a rotating schedule
•    Hybrid work schedule 
•    Take incoming phone and email requests from vendors/clients requesting assignment coverage and record all pertinent information such as:
•    Client
•    Rig/Well/Charge Code
•    Location of work and point of contact
•    Description of equipment and quantity
•    Job scope details
•    Start date/time and expected duration
•    Notable conditions or special instructions
•    Collaborate with Project Managers to confirm assignment scope and understand client or
vendor-specific requirements that affect assignment dispatching, such as:
•    Approved / Restricted personnel
•    Facility visitor/training restrictions
•    Execute job setup, assignment creation, project linking, personnel selection, and dispatching of the assignments
•    Communicate with clients/vendors to confirm assignment coverage or request alternative
coverage 
•    Contact technicians to determine assignment status and technician availability, using the information to accurately maintain the schedule board, including assignment end time, scheduled day off notes, other technician availability details, etc.
•    Track technician availability and update schedule board accordingly
•    Generate end-of-shift update, to facilitate a seamless handover between PC team members, which details the events/status of:
•    Pending vendor requests
•    Technician availability
•    Travel requests
•    Changes or conditions that can affect current or upcoming job coverage
 
•    Manage email traffic in a shared inbox, with most incoming emails requiring action same day
•    Coordinate travel arrangements on weekends, at night, and as required to assist the Travel Coordinator
•    Assist in the generation of daily technician hours report, daily activity report and weekly dropped jobs report
•    Assist Project Managers with activities such as coverage-related calls/emails, or researching and compiling vendor and job site information
•    Provide ad-hoc PC shift coverage during planned or unplanned absence of other PC team members

-

Qualifications:
•    Exceptional organizational and multitasking skills a must
•    Ability to be professional with strong interpersonal skills
•    Strong proficiency with Microsoft Excel, Microsoft Word and Microsoft Outlook
•    Ability to work in a fast-paced environment and make sound judgments and decisions
•    Ability to work flexible hours, maintain phone and laptop availability during shift
•    For work-from-home shifts, a quiet workspace to fulfil all requirements of the position
•    Prior dispatching experience for service companies a plus

Terms:
This is a full-time Hourly position and typical hours are on a rotating schedule after initial training period. Non-standard days off, weekend coverage required on a rotating basis, night shift coverage. Rotating shift schedule is subject to change according to business needs.