POSITION SCOPE
Under the direction of the area Station Manager or Operations Manager, the Field Office Coordinator is responsible for coordinating and overseeing the day-to-day administrative, workforce support, and business operations for assigned field office locations. Acting as a central point of coordination for employees, field leadership, customers, and corporate departments, this role ensures station operations run efficiently, workforce readiness requirements are maintained, administrative processes are executed accurately, and employees receive the support necessary to perform their roles successfully.
This role serves as a trusted partner to Station Management and plays a key role in supporting operational effectiveness, employee engagement, compliance, communication, and continuous improvement initiatives within the station.
JOB RESPONSIBILITIES
Station Operations and Administration
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Coordinate and oversee the day-to-day administrative functions of the station.
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Serve as the primary administrative support resource for the field office, assisting employees, supervisors, managers, customers, and visitors.
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Manage reception, correspondence, office systems, records management, and office supply inventories.
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Coordinate facility-related administrative requirements, vendor services, and office resource management.
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Coordinate meetings, travel, accommodations, and station logistics as required.
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Support workforce scheduling coordination and operational initiatives in partnership with station leadership.
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Anticipate operational and administrative requirements and proactively identify opportunities to improve efficiency and service delivery.
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Ensure appropriate administrative coverage and cross-training to support business continuity.
Workforce Coordination and Employee Experience
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Coordinate onboarding activities for new employees, ensuring required documentation, orientation, system access, training, and equipment assignments are completed.
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Support recruiting activities including job postings, candidate screening, interview scheduling, candidate communications, and hiring administration.
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Maintain employee records and assist with tracking certifications, licenses, training requirements, competency development, and compliance documentation.
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Monitor workforce readiness by tracking training, certifications, licenses, and compliance requirements.
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Coordinate training activities and support employee development initiatives in partnership with field leadership, Human Resources, and operational departments.
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Support employee engagement initiatives, event planning, recognition programs, meetings, and communications.
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Assist employees and managers with day-to-day workforce-related inquiries and administrative needs.
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Serve as a key resource to employees and managers by helping resolve routine workplace, administrative, and workforce support matters.
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Identify workforce support needs and recommend improvements to onboarding, training, communication, and employee experience initiatives.
Business Systems, Compliance, and Reporting
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Ensure employee, equipment, customer, and operational information is entered accurately and maintained within company systems.
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Maintain station documentation, records, and compliance files in accordance with company and regulatory requirements.
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Support purchase order administration, workflow management, document control, and related administrative processes.
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Maintain safety records, distribute meeting minutes, and support local health, safety, and environmental initiatives.
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Generate reports, metrics, and information to support management decision-making and operational planning.
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Support data quality initiatives and promote adherence to company processes and administrative standards.
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Monitor key administrative and workforce compliance requirements and escalate potential gaps or risks to station leadership.
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Assist station leadership in maintaining operational readiness through effective management of administrative systems and records.
Communication and Cross-Functional Coordination
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Act as a liaison between station operations, Human Resources, Accounting, Maintenance, Safety, and Corporate Services.
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Facilitate communication between employees, field leadership, and corporate departments.
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Support customer-facing administrative activities and assist with operational documentation and invoicing inquiries.
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Coordinate information flow related to workforce initiatives, operational changes, and business priorities.
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Assist station leadership with special projects and continuous improvement initiatives.
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Coordinate implementation of corporate programs, policies, and administrative initiatives within the station.
General
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Participate in training and development activities.
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Other related duties as required.
QUALIFICATIONS, KNOWLEDGE, SKILLS, & ABILITIES
Required
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3-5 years of experience in office administration, operations coordination, workforce coordination, office management, or a related role.
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Experience supporting managers and employees within a field, industrial, construction, transportation, energy, or similar operational environment.
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Strong computer skills including Microsoft Office applications and business systems.
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Ability to manage confidential information with professionalism and discretion.
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Able to work overtime and travel, as needed.
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Legally eligible to work in the country the role is based out of.
Looking For
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Post-secondary education in business administration, human resources, office administration, or a related field.
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Strong organizational and time-management skills with the ability to manage multiple priorities.
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Excellent written and verbal communication skills.
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Detail-oriented with a high degree of accuracy and accountability.
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Strong customer service mindset and ability to build positive working relationships.
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Demonstrated initiative, adaptability, and problem-solving ability.
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Commitment to safety, teamwork, and continuous improvement.
Assets
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Experience with recruitment, onboarding, workforce development, or training coordination.
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Experience interpreting operational, workforce, or financial information.
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Knowledge of employment documentation, compliance tracking, or workforce management systems.
