Office Operations Coordinator

Position Summary 

The Office Operations Coordinator is responsible for cross-functional operational coordination and infrastructure documentation. This new position supports vehicle procurement documentation, branding coordination, office layout records, emergency plans, evacuation maps, safety documentation, and HVAC maintenance coordination for the head office. 

Accountability  

Cross-functional operational coordination and infrastructure documentation. 

Key Responsibilities 

1. Vehicle Procurement, Documentation & Branding Coordination  

• Coordinate vehicle procurement documentation after approval.  
• Track vehicle documentation, registration status, insurance card coordination, GPS activation status, and branding readiness.  
• Coordinate vehicle wrapping and decals in approved Serenity colors and specifications.  
• Ensure vehicle branding issues are escalated before work is approved or completed incorrectly.  

2. Branding Procurement Coordination  

• Coordinate approved branding needs, including signage, window decals, business cards, flyers, feather flags, vehicle branding, and related materials.  
• Track vendor status, proofs, approvals, delivery, and installation timing.  
• Maintain documentation of branding specifications, approvals, and completion status.  

3. Office Layout Documentation & Space Utilization  

• Maintain office layout records, floor plans, space utilization notes, seating/workspace records, and branch setup documentation.  
• Update records when layouts, departments, office usage, or staff spaces change.  
• Support space planning documentation for new or changing office locations.  

4. Emergency Plans, Evacuation Maps & Safety Documentation  

• Maintain emergency plans, evacuation maps, muster point documentation, safety postings, and related records.  
• Coordinate updates when exits, office layouts, first-aid kits, routes, or muster points change.  
• Ensure emergency documentation is current, professional, and available for staff reference.  

5. Head Office HVAC Maintenance Coordination  

• Coordinate HVAC maintenance needs for the head office.  
• Track service requests, vendor scheduling, maintenance completion, and unresolved HVAC issues.  
• Escalate urgent HVAC concerns, delays, and cost issues to the VP.  

6. Camera System Monitoring 

• Monitor multi-site camera systems for:  
  • Security incidents  
  • Operational issues  
  • Safety concerns  
• Review footage when incidents or discrepancies arise  
• Report and escalate suspicious activity or violations  
• Ensure cameras are functional and report outages or issues  
• Coordinate with vendors or IT for camera maintenance when needed  

7. Operational Support & Logistics 

• Support branch setup, moves, and operational logistics  
• Handle on-site issues and urgent requests  
• Assist with equipment coordination and setup  

8. Order Execution (Non-Approval) 

• Execute orders based on approved Purchase Requisitions (PRs)  
• Ensure orders match approved specifications  
• Prevent unauthorized or incorrect orders  

9. System & Log Management 

• Maintain accurate records in:  
  • MySignIn logs  
  • Work order systems
  • Ensure all entries are complete and accurate  

10. Reporting & Escalation 

• Report operational issues, risks, and delays  
• Provide updates on:  
  • Work orders  
  • Maintenance  
  • Vendor performance  
  • Camera-related incidents  
• Escalate unresolved issues promptly