Operations Coordinator

JOB PURPOSE:

Support field operations by tracking and scheduling projects, maintaining records and supplies. Communicate with community utility providers, homeowners and work crews. Complete tasks or projects related to local customers’ standards and requirements.

ESSENTIAL RESPONSIBILITIES:

• Work closely with customer(s) to pull and submit work orders; review progress reports weekly. Ensure work orders are reviewed and closed properly. Coordinate and send out work orders to complete restoration efforts or mitigate customer complaints/inquiries.
• Assist in reviewing compliance-related issues and help foremen resolve issues related to documentation/procedures.
• Assist in securing permits for worksites; ensure that necessary materials and equipment are ready and crews are prepared to work.
• Collect and sign DOT compliance forms, and transfer necessary paperwork to office from the work site, as well as transport miscellaneous parts to and from job sites, if needed.
• Order supplies for office and/or warehouse, if needed.
• Call or make in-person visits with homeowners to schedule gas service repair or replacement. Coordinate neighborhood service appointments with foremen and customers.
• Contact a service such as One-Call, Dig Safe, or 811 to report excavation activity plans and request utility markings. Follow up on request status.
• Respond to customer questions about job sites and how the jobs will be performed according to the work order. Facilitate the resolution of customer complaints. Review allegations of damage or incidents and compile reports for Risk department.
• Create and maintain tracking log to schedule utility work on mains, commercial and residential services; maintain information of completed work and new projects to be scheduled, as well as new locates.
• Handle reporting and data tracking including the status of concrete and asphalt restoration, O&M services, bore profiles, damage reports, monthly forecasting, daily productivity, etc.
• Preview submitted work requests via the contractors’ inbox; obtain notes and speak to builders and/or other contractors, possibly homeowners, on a job site to help Miller Pipeline work crews understand potential issues and preventions/solutions.
• Plan for traffic control, sewer locators and/or horizontal directional drilling as needed.
• Build positive professional relationships with each crew and customer.
• Submit timesheets to Payroll department weekly.
• Review WINS entries to ensure proper invoicing and reporting. Assist in correcting errors.
• Complete administrative tasks for the office, if needed, such as coordinating pre-employment and onboarding activities for new hires, conducting interviews with job candidates, coordinating meetings for operations teams, distributing mail, making travel arrangements, coordinating services with other vendors, and OQ test proctoring.
• Participate in continuous improvement projects.
• Assist in training team members to use office systems and reports.
• Handle location-sensitive tasks such as equipment calibration/repair, shipping, unloading, distribution of paperwork and assignments, communication of customer procedures, etc.

QUALIFICATIONS:

Education and Certifications

• Required: High school diploma or equivalent. Current and valid driver’s license.
• Preferred: Technical or post-secondary education in a related field.

Experience

• Required: 1+ year professional work experience.
• Preferred: 6+ months’ hands-on utility work and/or familiarity with utility construction work.

Functional / Technical Competency Requirements

• Required: Drive company vehicles (pickup trucks and other non-commercial motor vehicles). Clear, tactful written and oral communication. Focus on internal and external customer service. Proficiency with Microsoft Office, especially Outlook and Excel.

CORE COMPETENCY REQUIREMENTS:

• Flexibility
• Customer Focus
• Detail Orientation

ESSENTIAL FUNCTIONS:

Operate motor vehicle in heavy traffic and on construction sites. Assist in the deployment and validation of compliance to safety and quality procedures. Travel to various job sites and work safely in a construction zone. Generate reports on a computer and submit to appropriate team members. Develop work schedule to meet requirements of the job. Deviate from planned schedule to accommodate issues requiring immediate attention.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools or controls; and reach with hands and arms. The employee is occasionally required to stand, walk, climb or balance and talk or hear. The employee is occasionally required to lift up to 30 pounds.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Federal Labor Standards Act designation – Non-Exempt

Miller Pipeline retains the discretion to add to or change duties of this position at any time. This position description should not be considered all-inclusive.