Operations Coordinator

Cascade Environmental - Gardner, MA

Full-time - Mid Level

Gardner, MA

Professional, Scientific, and Technical Services

About the position

The Operations Coordinator at TerraTherm, Inc. plays a crucial role in assisting project teams with the coordination and implementation of thermal remediation projects. This position is integral to the Operations Management Team, providing support for various assignments and tasks that are essential for the ongoing activities of the company. The ideal candidate must reside within one hour of Gardner, MA, to ensure timely and effective communication and coordination with the project teams and management. In this role, the Operations Coordinator will be responsible for supporting the Operations Management Team and project staff with day-to-day tasks, ensuring seamless coordination and communication across the company and project teams. This includes coordinating and scheduling meetings and events at the company, department, and project levels, as well as documenting the outcomes of important meetings. The coordinator will follow up on action items to ensure they are progressing and completed, reporting back to Operations leadership and Project Management on the status of these items. Additionally, the Operations Coordinator will maintain accurate and complete training and health and safety records for company employees, coordinating and scheduling annual or periodic refresher training and medical monitoring. The role also involves managing and updating company documents on the file server, including the file structure, content, SOP library, and document templates. The Operations Coordinator will support cross-functional project teams by tracking project schedules, milestones, and deliverables using appropriate tools. They will assist estimators with vendor quote requests and organization, coordinate field staff housing for project sites, and support project managers with the preparation of monthly invoices and forecasts. The coordinator will also assist in the preparation and assembly of project work plans, documents, bids, proposals, and other deliverables as required, ensuring timely and clear communication with project stakeholders.

Responsibilities

• Support Operations Management Team and project staff with day-to-day tasks to ensure good coordination and communication across the Company and project teams.
• Coordinate and schedule Company, Department and/or Project-level meetings and events.
• Document outcome of important meetings (project and general operations); Follow up to ensure action items are progressing and completed; Report back to Operations leadership and/or Project Management on status of action items.
• Maintain accurate and complete training and health and safety records for company employees; Coordinate & schedule annual/periodic refresher training and/or medical monitoring for company staff.
• Manage and update Company documents on file server, including file structure/content, SOP library, document templates, etc.
• Coordinate with and support cross-functional project teams;
• Track project schedules, milestones and deliverables, using appropriate tools.
• Support estimators with vendor quote requests, and quote organization/filing;
• Coordinate field staff housing for project sites, and pricing for bids;
• Support PMs with preparation of monthly invoices and forecasts. Follow up on past-due receivables.
• Support preparation and assembly of project work plans, documents, bids and proposals and other deliverables as required. Assist with preparation of pre-mobilization documents and site binders.
• Communicate in a timely, concise, accurate, and clear way to project stakeholders.
• Provide support to project and proposal teams.
• Attend and potentially spearhead regular status meetings with project team.
• Keep project team well informed of any relevant information; Effectively communicate relevant project information to managers.
• Resolve and/or escalate issues in a timely fashion.

Requirements

• 3 to 5 years demonstrated success as a project coordinator or task manager for cross-functional project teams;
• Superior organizational skills and the ability to multitask;
• Excellent critical thinking skills;
• Excellent written and oral communication skills;
• Good interpersonal and organizational skills required;
• Strong computer skills in Microsoft Office, including Excel;
• Experience in the environmental remediation field or construction contracting is a plus, but not required.

Nice-to-haves

• Experience in the environmental remediation field or construction contracting is a plus, but not required.