Operations Coordinator

About the role

The Operations Coordinator increases the overall performance of the organization by creating strong interactive partnerships with candidates within medical services. The incumbent ensures all sites are scheduled well in advance and minimize last-minute scheduling predicaments. The incumbent builds a strong casual pool that retains and attracts new talent. This position carries out the responsibilities of partnering with respective assigned client site managers to ensure the workforce assigned is operating at its highest potential. This role will drive continuous improvement and lead change within these functional areas.

Key Responsibilities

• Staffing:
  • Develop deployment roster with SLO, ensuring relevant staff have access to view the rosters.
  • Fills positions at respective sites with existing employees when able.
  • Provides solutions with SLO to planned scheduling conflicts immediately and escalates to operations leadership as required.
  • Works closely with the Recruiter to raise the need for staffing - Submits Request for Recruitment for new staff through approved processes.
  • Identifies individuals for succession planning within respective groups.
  • Main point of contact for employee-related concerns at respective sites.
  • Audits staff pay in ADP in accordance with the roster — escalates any issues to the OPS Director.
  • Notifies relevant Operations Director, HR, and payroll of employee transfers between sites and/or position changes.
• Mobilization of New Staff:
  • Ensures all new medical staff hires receive site-specific orientation and clinical onboarding in accordance with company policy and procedures.
  • Makes sure all required access courses, training, and eLearning are completed before departing for the site.
  • Oversees logistics managed by SLO for deployment to and from the site.
  • Determines uniform requirements and ensures SLO issue them to staff per the Uniform Policy before arriving on-site.
  • Sends out a Welcome email with a Site Information sheet by SLO.
  • Completes new site inspections and supports with setup.
  • Oversees site logistics managed by SLO for employees as applicable (flights, hotels, taxis, car rentals, etc.).
  • Ensures via SLO staff obtain the correct drug & alcohol test timeously according to the site requirements.
  • Escalates unbudgeted expenses or expenses above their approval limits to the Operations Director.
  • Ensures all field time and attendance are recorded and approved by the client per company and site-specific processes.
  • Ensures the finance team receives all required documentation for invoicing activities following company and project-specific processes.
• Quality and Reporting:
  • Ensures all site/client reports are completed on time and reviewed monthly, escalating any issues to operation leadership.
  • Works within and promotes all International SOS policies, procedures, and corporate values.
  • Participates in the completion of site audits.
• Communication with Clients and Staff:
  • Develops a good working relationship with site staff.
  • Regularly checks in (weekly) with each site lead/representative.
  • Attends/Manages monthly and quarterly client meetings.
  • Replies to e-mails and telephone calls promptly.
  • Refers any actual or potential problems that may damage client or staff relationships to Operations Director and Medical Director (as required).
  • Follows up all non-logistical issues to relevant departments (i.e., Medical Support, Payroll, HR, etc.).
  • Ensures that Oryx is updated with site and current site staff details.
  • Leads weekly call with Operations Director to review roster and staff issues.
• Customer Service (Client and Site Staff):
  • Ensures a high standard of customer satisfaction by taking a hands-on, personal, and direct approach.
  • Encourages a culture of customer service amongst staff and colleagues.
  • Professional teamwork with all staff.
  • Displays a positive attitude to staff and clients.
• Finance:
  • Responsible for all aspects of project delivery within the project budget.
  • Provides all correct and on time billing information.
  • Approves billing packet before being sent to client.
• Promotion of International SOS Services:
  • Affords assistance in promoting International SOS integrated health and emergency services with the client.
  • Participates in the client's and International SOS’ information campaigns on environmental, personal protection, diseases, and health promotions.

Additional Responsibilities

• Corporate initiatives may be added to the scope.
• Responsible for ensuring there are education programs for emergency services staff to improve their skill and knowledge levels.

Required Competencies and Skills

• Ability to work independently, pay careful attention to detail, and manage multiple tasks in a fast-paced environment.
• Ability to analyze situations and take appropriate action consistently with company policies.
• Consistently demonstrate a high drive, infectious to the surrounding environment.
• Preserve effectiveness and drive while maintaining composure in highly stressful or adverse situations.
• Promotes cooperation and commitment with the team towards attaining common goals.
• Develop fresh ideas that provide solutions to all types of workplace challenges, which demonstrates initiative.
• Maintains accuracy, a positive attitude, and an open mind during changes in business needs, conditions, or work responsibilities.
• Diplomatically handles challenging or tense interpersonal situations.

Required Work Experience

• 1-3 years of remote staff scheduling/working-related experience.
• Experience preferred but not required in the oilfield /construction industry.
• Experience in working with medical qualified personnel and being medical qualified will be an advantage.