Operations Coordinator

Job Description

Job Description

Job Summary

We are seeking a detail-oriented Operations Coordinator to support asset management operations in Honolulu, Hawaii.  

This full-time position is ideal for candidates with strong coordination, teamwork, and organizational skills who thrive in a fast-paced operations environment.  

The Operations Coordinator will work closely with the Operations Manager, Program Manager, field technicians, customer service team, and external stakeholders to support daily activities, service coordination, and operation efficiency.  This role requires flexibility, strong communication skills, and the ability to manage multiple responsibilities.

Key responsibilities include supporting asset tracking, coordinating field operations, assisting with service requests, maintaining documentation, and ensuring adherence to standard operating procedures (SOPs).  Training will be provided to ensure compliance with company processes, systems, and documentation standards.

This position requires strict adherence to established SOPs and the ability to learn and apply operational procedures, systems, and compliance requirements.  Candidates must successfully complete Department of Transportation Services Rail Trainings within the first 3 months of employment to gain required site access. 

This is a full-time, salaried position based in Honolulu, HI.  The ideal candidate is dependable, detail-oriented, and able to support a wide range of operations and asset management functions in a collaborative team environment.

The scope of this role would be broad based and include, but may not be limited to the following areas and responsibilities:

Essential Duties and Asset Management Task:

• Ensure all assets are accounted for and properly documented in Maximo and/or other asset control systems or tools as required
• Manage procurement of all part and consumables orders, office supplies, tools, etc.
• Manage special inventory projects such as periodic audits as directed
• Assist operations manager in providing asset management status reports on a weekly and monthly basis
• Ensure all part replacements are properly documented in required systems
• Validate all physical inventory (part spares) and validate final numbers against Maximo
• Manage all aspects of parts repair/replacement process, to include creating the RMA record, shipping to RMA, tracking repair, approvals of initial quote and PO, onboarding returned parts in Maximo and warehouse, and coordinating testing for certain parts 
• Managing inventory in warehouse ensuring all parts are stored in the correct BIN location 
• Monitor and track all part locations
• Ensure asset data is up to date to support ad-hoc reporting requests
• Coordinate part deliveries and requisitions as needed

Card Media Management Tasks:

• Coordinate card media deliveries and supply requests as needed
• Move, verify, and update card inventory as required
• Support inventory reporting requirements as needed
• Manage the printing, fulfillment and delivery for all custom card orders
• Print and add stickers to HOLO cards as needed

Quality Assurance:

• Provide quality assurance support for program software updates, marketing materials, documentation, and communications to ensure the overall quality for deliverables
• Support UAT (User Acceptance Test) level verification test plans
• Manage and coordinate testing activities
• Identify new areas within the program requiring additional quality assurance support and coordinate QA integration

Standard Operating Procedures (SOP):

• Maintain existing SOPs
• Manage the creation, review and approval of new required asset management SOP
• Assist other departments with SOP creation, review and approval as required
• Maintain master SOP list and SOP Tracker Spreadsheet

Administrative Duties:

• Provide SharePoint administration to ensure all SharePoint sites are accessible, organized and maintained
• Maintain the Asset Management department calendar
• Provide proofreading for all critical written communication
• If needed, manage all aspects of the primary Ulu HI-Tech HOLO office which includes but is not limited to ensuring secure access, ensuring a clean and orderly workspace, handling requests for office supplies, office workspaces, and office equipment
• The use of the company car to pick up supplies when requested
• Facilitate scheduling and use of any common office areas
• Administrative duties such as creating and modifying change approvals, Doc files, Excel sheets, PDFs and any other documents requested
• Other duties as assigned

Required Qualifications:

• Exceptionally detail oriented and organized
• Strong documentation, editing and proofreading skills
• Excellent interpersonal and oral communication skills
• Excellent problem-solving skills
• Strong ability to pivot direction based on shuffling and competing priorities
• Ability to successfully maintain and make progress on multiple assignments and ad-hoc requests simultaneously
• Aptitude for basic software applications, specifically Microsoft Office

Preferred Qualifications:

• An understanding of the key principles of inventory management, supply and demand management, etc.

• Ability to learn inventory and other systems such as Maximo, MIMS, and VASA
• Experience with productivity tools such as Microsoft Word, Excel, Outlook, SharePoint, Teams
• Ability to work independently or in teams

Education/Certifications:

• Bachelor's degree or equivalent experience preferred

Requirements:

• Ability to work onsite and remotely
• Infrequently requires lifting and moving of office supplies, furniture, equipment, and boxes weighing up to 25lbs(assistancewill be provided for heavy objects)
• Requires the ability to work at multiple locations in Hawaii and travel to those locations within the same day
• A valid driver’s license with good driving record is required

Job Type: Full-time

Schedule:

• 8 hour day shift
• Monday to Friday 8:00am to 5:00pm 
• Weekends as needed (rare)

Ability to Relocate:

• Honolulu, HI: Local residency required– Office is onsite in Honolulu

• No relocation assistance provided, only local resident applications will be accepted

Working hours are Monday to Friday 8:00am to 5:00pm