Operations Coordinator

Job Description

Coordinate the end-to-end execution of inspection and related operational assignments, from receipt of client orders through completion, reporting and billing readiness. The role ensures the availability and coordination of qualified resources, appropriate instructions, equipment, transportation and communication, while ensuring alignment with company procedures, client requirements, quality standards and HSE rules.

SPECIFIC RESPONSIBILITIES

• Coordinate operational activities and serve as a key point of contact between clients, operational teams, technical functions, service providers, commercial teams and management.

• Receive, review and acknowledge client requests, ensuring that the relevant scope, requirements, timing, location, reporting expectations and references are properly understood and recorded.

• Translate client and contractual requirements into clear operational instructions and seek clarification where information is incomplete, inconsistent or outside the agreed scope.

• Coordinate the deployment of qualified personnel, transportation, equipment, PPE and other required resources, taking into account competence, availability and operational requirements.

• Monitor the progress of assignments and maintain regular communication with relevant stakeholders regarding significant developments, delays, deviations or operational constraints.

• Coordinate the appropriate handling and transfer of samples, documentation and testing requirements between field activities and laboratory functions.

• Review operational information, records, calculations, certificates and draft documentation for completeness, consistency and accuracy before release or escalation for the appropriate technical review.

• Ensure assignments are completed within agreed turnaround times, maintain visibility of outstanding activities and escalate potential service issues in a timely manner.

• Maintain accurate, complete and traceable operational records to support invoicing, cost control, claims management, audits and client-related requests.

• Review operational expenses and purchases against applicable authorizations and supporting documentation, escalating discrepancies where required.

• Support the management of complaints, incidents, nonconformities and operational investigations, including information gathering, immediate actions and follow-up of corrective measures.

• Monitor service-provider performance and ensure that outsourced activities remain aligned with applicable supplier, competence, confidentiality, quality and HSE requirements.

• Support operational coverage outside standard working hours, including emergency, after-hours and weekend requirements, in line with business needs and established arrangements.

• Provide relevant operational input to client-service activities, tender preparation, service improvement and business-development initiatives, without making unauthorized commercial commitments.

• Provide practical guidance to operational personnel and support field activities where appropriately qualified, authorized and operationally required.

Qualifications

• Bachelor’s degree or technical diploma in logistics, operations, maritime studies, chemistry, petroleum, engineering or a related discipline. Equivalent relevant industry experience may also be considered.

• Typically 3 to 5 years of relevant experience in inspection, testing, logistics, maritime or terminal operations, petroleum-related activities or other time-sensitive service environments. Previous coordination or supervisory experience is preferred.

• Practical understanding of operational workflows, documentation, sampling activities, chain-of-custody principles, quantity and quality interfaces, and basic billing-related processes. Experience in oil, gas, chemicals or minerals is an advantage.

• Good working knowledge of Microsoft Office, particularly Outlook, Word and Excel, with the ability to work effectively with relevant ERP, LIMS, job-management and reporting systems.

• Professional proficiency in written and spoken English and French.

• High level of accuracy, reliability and professional availability, with the ability to work independently within established procedures and delegated authority.

• Valid driving licence and ability to access relevant operational environments, including sites, vessels, terminals or laboratories, where required and subject to applicable medical and safety requirements.

• Flexibility to provide shift, after-hours, weekend or public-holiday support in accordance with operational requirements and established schedules.

Additional Information