Operational Logistics Coordinator

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Position Overview

We are seeking a detail-oriented and organized Operational Logistics Coordinator to serve as the central hub for operations. This role combines location coordination with logistical responsibilities across operations, including workforce scheduling, equipment tracking, production documentation, and safety compliance. The successful candidate will enhance operational efficiency by centralizing key production functions and enabling production management to focus on core analytical objectives.

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Primary Responsibilities

Operational Floor Coordination & Communications

• Serve as primary point of contact for operational floor communications and inquiries
• Manage client interactions and route queries to the appropriate supervisors/departments, eliminating distractions for key operational leaders
• Maintain accurate operational floor logs, including shift changes, equipment status, and safety incidents
• Enforce safety protocols and security access in compliance with company policy and OSHA regulations
• Provide consistent presence during operational shifts

Scheduling & Workforce Coordination

• Maintain production shift schedules across multiple departments
• Track and manage workforce attendance, time-off requests, and scheduling conflicts
• Generate daily production reports and shift summaries for production management
• Maintain organized scheduling systems (physical and digital) for easy access
• Ensure timely communication of schedule changes to all production personnel

Equipment & Fleet Tracking (Production Assets)

• Generate reports on equipment performance, utilization, and downtime
• Oversee access control systems and equipment key distribution
• Maintain accurate records of equipment assignments, maintenance requests, and asset transactions
• Coordinate with maintenance team on equipment repair and preventive maintenance scheduling

Production Documentation & Compliance

• Serve as primary contact for production documentation and compliance inquiries
• Process and manage work orders, production tickets, and quality documentation
• Maintain organized filing systems for production records (physical and digital)
• Ensure timely distribution of production documents and compliance updates to appropriate departments
• Provide audit-ready documentation

Safety & Tour Coordination

• Coordinate tours for clients, auditors, and visitors
• Prepare safety materials (hard hats, safety glasses, PPE, etc.)
• Arrange catering and break rooms for production teams
• Manage production floor setup and safety briefings for all visitor interactions
• Ensure professional presentation of operational facilities and adherence to safety standards

General Production Coordination

• Coordinate scheduling of equipment maintenance and repair requests with vendors
• Manage communication with external service providers and maintenance contractors
• Update production status boards, digital signage, and shift information displays
• Provide logistical coordination to production management and operations team

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Portal Administration

• Serve as primary support contact for clients requiring portal assistance
• Process password resets and account troubleshooting
• Manage initial portal setup and client onboarding
• Respond to portal-related inquiries in a timely manner

Visitor & Tour Coordination

• Coordinate lab tours and client visits
• Prepare tour materials (lab coats, safety glasses, etc.)
• Arrange catering services, including food ordering and setup
• Manage event setup and breakdown
• Ensure professional presentation of facilities during all visitor interactions

General Office Administration

• Restock vending machines and monitor supply levels
• Coordinate office equipment maintenance and repair requests
• Manage communication with vendors and service providers
• Update electronic bulletin boards and digital signage (TV slide show)
• Provide booking and expense support to the PTC executives
• Support ad-hoc office coordination needs as required

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Required Qualifications

• High school diploma or equivalent
• 1–2 years of production, operational coordination, or logistical experience
• Proficiency with Microsoft Office Suite, LinkedIn, email systems, and production scheduling software
• Strong organizational and multitasking abilities in a fast-paced environment
• Excellent verbal and written communication skills
• Professional demeanor with ability to work effectively in a production environment
• Ability to maintain confidentiality and handle sensitive operational information
• Willingness to work operational shift hours (may include early mornings or evenings)

Key Competencies

• Organization: Ability to manage multiple priorities, deadlines, and shift-based demands
• Attention to Detail: Accuracy in documentation, reporting, and compliance tasks
• Communication: Clear written and verbal communication with production teams and management
• Problem-Solving: Resourcefulness in addressing operational floor needs and issues
• Safety Awareness: Commitment to safety compliance and ability to enforce safety protocols
• Flexibility: Adaptability to shift-based schedules and changing production demands

Reporting Structure

Reports to: Director of Lab Operations

Physical Requirements

• Ability to sit at a desk/workstation for extended periods
• Ability to stand and move about the production floor regularly
• Ability to lift and carry materials up to 25 lbs. (office supplies, production materials)
• Ability to navigate production facilities safely and frequently
• Ability to work in a petroleum analytical environment (potential exposure to laboratory conditions)
• Flexible shift hours, including potential early morning or evening hours