Project Coordinator

Position Summary

We are seeking a highly organized and versatile Project Coordinator to support our growing team. This role is responsible for coordinating travel, fleet and equipment administration, shipping and receiving, purchasing, technology support, and day-to-day operational logistics. The successful candidate will thrive in a fast-paced environment, manage multiple priorities, and provide exceptional support to field crews, project managers, supervisors, and shop personnel.

This position requires flexibility, strong problem-solving skills, and occasional after-hours support to ensure uninterrupted operations across remote and regional project sites.

Key Responsibilities

Operations & Logistics

• Process and reconcile company credit card expenses and issue purchase orders.
• Coordinate airport pickups and drop-offs for employees and crews.
• Shuttle crews, equipment, and supplies to airports, hangars, and project locations.
• Manage inbound and outbound cargo shipments, including Wasaya and charter freight.
• Coordinate local parts and supply pickups.
• Provide operational support to project managers, supervisors, and shop personnel.
• Maintain and update employee travel schedules and itineraries.
• Respond to urgent operational requests, including after-hours and weekend support when required.

Travel Coordination

• Book and manage flights, accommodations, and transportation for employees.
• Coordinate travel for multiple projects and remote work sites.
• Manage travel disruptions, cancellations, delays, and schedule changes.
• Track and resolve billing discrepancies with airlines, hotels, and transportation providers.

Equipment & Asset Management

• Set up and manage GPS tracking systems for equipment and vehicles.
• Maintain equipment location reports and digital asset records.
• Update equipment information within B2W.
• Coordinate GPS installations and provide ongoing support.

Fleet Administration

• Monitor vehicle GPS systems, safety alerts, and location reporting.
• Maintain vehicle compliance documentation, including insurance, registrations, emergency information, and CVOR records.
• Track vehicle infractions and assist with recall and service notifications.

• Inspect and ensure all fleet trucks and equipment meet company and mine safety specifications

Shipping & Receiving

• Determine the most efficient and cost-effective shipping methods based on destination, size, and weight.
• Prepare, package, track, weigh, and deliver shipments.
• Coordinate freight logistics using courier services, air cargo, hotshot services, and charter transportation.
• Maintain shipment records and tracking information.

Inventory

• Equipment, tools, radios, decals, office supplies, fuel, and operational materials.
• Source products and parts from local and online suppliers.
• Create purchase orders and coordinate payments.
• Track assigned tools and equipment using inventory management software.

Communications Support

• Support and maintenance for GPS and radio communication equipment

Qualifications

Required

• Strong organizational and time management skills.
• Experience coordinating travel, logistics, fleet, or operations.
• Proficiency with Microsoft Office and cloud-based systems.
• Excellent communication and customer service skills.
• Ability to manage multiple priorities and adapt to changing schedules.
• Valid driver's license with a clean driving record.
• Ability to work independently and solve problems with minimal supervision.

Preferred

• Experience with fleet management systems, GPS tracking platforms, or asset management software.
• Knowledge of transportation, shipping, and freight logistics.
• Experience supporting remote or industrial operations.
• Familiarity with B2W, Samsara, Titan GPS, or similar platforms.
• Basic IT troubleshooting and device management experience.