Port Operations Coordinator - Facilities & Equipment Services

Job Description

Job Description

Job Title: Port Operations Coordinator – Facilities & Equipment Services

General Administrative Support

• Manage scheduling, calendar coordination, and meeting logistics for the Facilities Director, Director Equipment and Cranes, and project managers.
• Organize and maintain digital and physical files, including contracts, RFQs, safety documentation, and maintenance records.
• Draft, edit, and distribute internal communications, reports, and correspondence.

Procurement and Vendor Coordination

• Assist with the preparation and tracking of purchase orders, requisitions, and invoice processing.
• Coordinate with vendors for documentation submissions (e.g., COIs, W-9s, safety plans) and track expiration dates.
• Maintain a vendor contact database and assist in onboarding procedures.

Project and Compliance Support

• Support capital project tracking by updating logs, timelines, and status reports.
• Maintain documentation to support ADA, OSHA, DHS, and Coast Guard compliance, including inspection records and audit logs.
• Assist with coordinating contractor access, badging, and safety orientation scheduling.

Operations

• Monitor and report routine maintenance requests, track work orders, and ensure timely vendor response.
• Order and inventory office and facility supplies as needed.
• Help track preventive maintenance schedules and inspection due dates.

Document and Data Management

• Assist in compiling data for reporting (e.g., monthly operations summaries, budget tracking, usage logs).
• Ensure records retention schedules are followed per port and state regulations.
• Maintain updated facility maps, utility layouts, and infrastructure documentation in coordination with the Facilities team.

Communication and Customer Service

• Serve as a liaison between the Facilities, and Equipment departments and other internal departments, tenants, and port users.
• Respond to general inquiries via phone, email, or in-person and direct requests to the appropriate personnel.

Technician Timekeeping

• Track and enter daily and weekly time records for Technicians across maintenance, repair, project work, and equipment.
• Ensure accuracy of labor entries for internal reporting, grant reimbursement, or contract compliance.
• Maintain a log of technician work assignments and assist in identifying labor allocation trends and staffing gaps.

Qualifications

• High School Diploma or equivalent.
• Minimum 3-5 years of administrative experience to include supporting multiple people.
• Experience with Copilot, RPA, or other AI tools preferred.
• Must have strong interpersonal and communication skills with the ability to interact with people at all levels within the organization and all visitors, customers and vendors.
• Must be open to and flexible with performing a wide variety of tasks, changing priorities, and multi-tasking.
• Must have strong skills in the following: initiative, attention to detail, proofreading materials, establishing and juggling multiple priorities, and meeting deadlines.
• Must be able to work independently in a fast-paced environment with demonstrated ability to juggle multiple tasks and demands.
• Must have strong analytical ability to gather and summarize data for reports/projects, find and present solutions, and prioritize work.
• Must be proficient in Microsoft Office including Word, Excel, and PowerPoint.
• Must have a valid Driver’s License and reliable transportation.
• Must have or meet the qualifications for obtaining a TWIC card required.