Administrative Coordinator

Summary Of The Role

The Administrative Coordinator provides administrative and operational support to ensure the efficient coordination of field personnel, equipment, and projects within a crane and heavy lift environment. This position serves as a key liaison between Operations, Human Resources, Payroll, IT, the Warehouse, Training Academy, and field personnel to ensure employees are properly onboarded, equipped, scheduled, and supported throughout their employment lifecycle.

Personnel & Travel Coordination

• Coordinate travel arrangements for field personnel, including flights, hotels, rental vehicles, and other transportation as needed.
• Maintain travel schedules (under the direction of the Operations Manager) and communicate itineraries to employees and project teams.
• Aid with travel changes, cancellations, and emergency travel needs.

Timekeeping & Payroll Support

• Collect, review, and process employee timesheets for accuracy and completeness.
• Work closely with Payroll and Operations to resolve timekeeping discrepancies.
• Maintain accurate records of employee hours and project allocations.

Onboarding Support

• Cook up onboarding activities in partnership with Human Resources.
• Schedule and track pre-employment and onboarding requirements.
• Cook up site access, security badges, and customer-specific orientations.
• Partner with IT to ensure new employees receive required technology and system access.
• Cook up with the Warehouse for PPE, tools, and equipment issuance.
• Schedule required Academy or training courses and maintain training records.

Offboarding Support

• Aid with employee termination and separation processes in conjunction with Human Resources.
• Cook up recovery of company-issued equipment, PPE, badges, tools, and technology.
• Ensure required notifications are sent to IT, Payroll, Security, and other departments.
• Maintain accurate separation documentation and records.

Personnel Equipment & Gear Support

• Cook up outfitting of new and existing employees with required PPE, FR clothing, and company gear.
• Maintain records of issued equipment and replacement needs.
• Work with vendors and the Warehouse to ensure adequate inventory levels.

Administrative & Operational Support

• Maintain operational records in accordance with company policies.
• Prepare reports, spreadsheets, and tracking logs as requested.
• Aid Operations leadership with scheduling, meetings, and administrative projects.
• Cook up communication between Operations and supporting departments.
• Answer phones, respond to emails, and provide excellent customer service to employees and internal stakeholders.
• Aid in the implementation of SHERPA and future needs with the SHERPA project.
• Perform other administrative duties as assigned.