Port Operations Coordinator Facilities & Equipment Services

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.