What are the responsibilities and job description for the Operations Coordinator position at Kayden Industries?
Position Summary
The Operations Coordinator – West Texas is responsible for coordinating and supporting field operations, procurement, logistics, scheduling, and select sales support activities to ensure efficient, safe, and cost-effective execution of Kayden Industries’ operations. This role works closely with Operations, Sales, QHSE, and Human Resources to align manpower, equipment, materials, and schedules with business and client requirements.
The Operations Coordinator is expected to manage their own schedule to meet business needs and may be required to respond outside normal working hours to support operational demands.
This position requires a proactive and detail-oriented individual who thrives in a fast-paced environment and can balance multiple priorities while maintaining accuracy, communication, and professionalism.
Job Functions and Contributions
Procurement & Vendor Management & Cost Control
- Prepare and process requisitions and purchase orders for all production supplies, materials, and equipment.
- Review purchase order claims, pricing, and contracts to ensure compliance with company policy.
- Ensure all received goods and services match purchase order requirements and are coded correctly for accounting purposes.
- Monitor supplier performance and delivery schedules; resolve issues related to quality, service, or delays.
- Assist with sourcing new vendors as required and support vendor setup within company systems.
- Support cost management initiatives by identifying opportunities to reduce waste and control overhead.
- Procure goods and services at best value, including support for short- and long-term pricing agreements.
- Resolve vendor concerns, grievances, and disputes in a timely and professional manner.
- Participate in the development and review of specifications for equipment, materials, and approved substitutes.
- Support internal reporting requirements related to operations, inventory, and procurement.
Operational Support
- Review time and attendance records to ensure hours are entered correctly and required notes are completed.
- Coordinate logistics for vehicle scheduling, shipping, and receiving.
- Assist with inventory control, including monthly counts and reconciliation.
- Prepare and maintain inventory and procurement reports (monthly, quarterly, and as required).
- Collaborate with Human Resources and Operations to support time tracking, payroll preparation, and administrative compliance, including weekly/daily approvals and review.
- Add and maintain job codes within CANVAS or other applicable systems.
- Work with Operations leadership to identify and implement process improvements that enhance efficiency, quality, and service delivery.
Planning, Scheduling & Coordination
- Proactively plan and schedule meetings and travel for the Operations group.
- Communicate and coordinate with vendors, contractors, and internal departments to align priorities and timelines.
- Anticipate scheduling conflicts and resolve them quickly to maintain seamless operations.
- Support manpower coordination by ensuring personnel availability aligns with operational needs.
Sales & Leadership Support
- Provide administrative and coordination support to Operations leadership as required.
- Occasionally assist in sales process coordination, including lead tracking, documentation support, and client communication.
- Support ongoing and new initiatives as directed by Operations leadership.
Additional Responsibilities
- Support ongoing and new initiatives as directed by Operations leadership.
- Participate in internal audits and reporting for continuous improvement.
- Apartment inspections and assist with Kayden's rented property management and accommodations.
- Perform other duties as assigned based on operational and business needs.
Qualifications & Requirements
- 3 years of administrative, operations, or procurement experience (oilfield or industrial setting required).
- Proficiency in Microsoft Excel, Word, and PowerPoint; experience with SAP By Design, ADP, CANVAS and SharePoint is an asset.
- Strong organizational, analytical, and time management skills.
- Exceptional attention to detail and ability to multitask effectively under pressure.
- Excellent communication skills, both written and verbal.
- Demonstrated ability to work independently and as part of a team.