Administrative Coordinator

Summary  

The Administrative Coordinator supports the ongoing administrative needs of the Operating teams at South Fork and Del Rio (Texas) RNG Projects located in Hereford and Dimmitt Texas respectively. This resource reviews and files safety documentation including training records, permits, and business records under direction from the Plant Manager. The position also provides direct support in the management of inventory, maintenance scheduling, visitor logging, documentation verification, and laboratory document filing is required.  The duties of acquiring office and lab supplies may be required from time to time among other duties noted below. 

 Maintain and organize all plant safety documentation (SOPs, JSAs, SDS, permits, LOTO records, confined space permits, hot work permits, etc.).

 Ensure safety forms are completed accurately, signed, and filed in accordance with company and regulatory requirements.

 Track expiration dates for safety certifications, training records, and contractor documentation.

 Assist with preparing documentation for regulatory inspections and audits (OSHA, EPA, state environmental agencies).

 Support incident reporting documentation and maintain records of corrective actions.

 Maintain digital and physical filing systems for compliance documentation.

 Distribute updated procedures and ensure revision control is maintained.

 Collect daily/weekly lab results from technicians/operators (gas quality, methane content, H₂S levels, moisture, digestate samples, etc.).

 Verify lab data is complete and formatted correctly before distribution or digital logging.

 Compile and distribute reports to plant management, environmental teams, and corporate stakeholders.

 Support the management of warehouse inventory at both sites using a D365 platform including tracking the addition and consumption of parts and consumables 

 Track out-of-spec readings reported by Operations and notify appropriate personnel.

 Maintain historical lab data records for compliance reporting and trend analysis.

 Assist with preparation of monthly and quarterly environmental reports.

 CMMS (Computerized Maintenance Management System) Support

 Monitor technician/operator work order entries for completeness and accuracy.

 Follow up with operators to ensure maintenance logs are entered daily.

 Track preventive maintenance (PM) completion rates and generate status reports.

 Enter completed work orders or backlog updates when needed.

 Assist maintenance supervisor with scheduling PM tasks.

 Ensure documentation within CMMS aligns with compliance requirements.

 Prepare daily, weekly, and monthly operational summary reports as needed.

 Assist plant manager and supervisors with reporting, spreadsheets, and documentation.

 Maintain vendor files, purchase orders, and service records.

 Coordinate contractor documentation and site access paperwork.

 Support onboarding documentation for new employees.

 Order and retrieve office and safety supplies as needed.

 Schedule meetings, take meeting minutes, and track action items when necessary.

 Maintain organized shared drives and document control systems.

 Ensure version control of controlled documents.

 Archive outdated records per company retention policies.

 Assist with KPI tracking (downtime, gas production, safety metrics).

 Other duties as assigned. 

Supervisory Responsibilities                   

This position has no supervisory responsibilities.

Qualifications 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience            

3-5 years of related administrative experience and or training; or equivalent combination of education and experience. 

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. The ability to communicate effectively with multiple project stakeholders.

Mathematical Skills             

Basic math skills are required. 

Reasoning Ability

Ability to define problems, collect data, establish facts, and draw valid conclusions. 

Computer Skills       

Knowledge of Microsoft Office applications, specifically Word, Excel, and Outlook. 

Competencies

To perform the job successfully, an individual should demonstrate the following behaviors:

Quality:  Consistently produces high quality work (accurate, neat, and thorough). Strives to improve productivity, processes and quality. Demonstrates strong knowledge and skills related to the job. Presents a professional image with dress, demeanor, and manners. Maintains clean work space, company equipment and company vehicles. Safety is a high priority; performs job safely.

Communication: Communicates clearly, concisely, effectively, professionally and timely.  

Exhibits good listening and comprehension skills. Keeps others appropriately informed and shares ideas even when unpopular.  Listens to what others have to say.  Maintains open and active communication with colleagues. Effectively uses knowledge and experience in asking, probing, and anticipating issues to ensure quality is provided.

Teamwork:  Fosters the spirit of working with each other.  Displays respect, courtesy, politeness, tact, and openness. Handles conflict in an appropriate and professional manner. Builds relationships, promotes cohesiveness, models collaboration with others.  Considers impact and issues for our customer and other departments.  Engages other impacted departments early for solutions.

Persistence:  Develops workable alternatives and solutions. Exhibits persistence in following assignments through to completion. Promotes process improvements.

Reliable:  Responds in a timely manner.  Is honest, ethical, value-driven and trustworthy. Keeps commitments made, completes assignments and meets deadlines. Accountable--Takes responsibility for own actions and performance. Meets attendance and punctuality guidelines. Available and accessible.

Entrepreneurial:  Takes initiative and appropriate action.  Is engaged and committed to achieving the company’s mission. Pursues better ways to get things done and takes appropriate risks. Keeps up to date with competitor information and market trends. Controls costs and thinks in terms of profit, loss and added value. Is committed to the satisfaction of customers.

Leadership:  Provides clear direction around a vision.  Creates actionable plans and is proactive & anticipatory.  Demonstrates innovative approaches and solutions.  Is an example for employees and others.  Accepts responsibility for individual and team performance.  Makes appropriate and timely decisions and takes action on decisions.   Sets clear and reasonable performance expectations. Motivates and empowers others.  Delegates tasks appropriately.  Recruits staff of a high caliber.  Provides feedback to subordinates that is timely and direct.  Recognizes subordinates for their contributions and effort. Encourages continuous growth and learning in others.  Shows respect for others and their ideas.  Helps others manage through change.

Passion:  Is excited and creates enthusiasm about the company’s future.  Promotes a sense of company pride.  Displays sense of pride in the department and its contributions.  Displays passion for the job.

Physical Demands 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms and talk or hear.  The employee is frequently required to walk and sit.  The employee is occasionally required to stand.  The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Always practice good judgment and refer to the safety guidelines.

Work Environment 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Always practice good judgment and refer to the safety guidelines.

The noise level in the work environment is usually moderate.