Operations Coordinator

Ensure all new medical staff hires receive site-specific orientation and clinical onboarding in accordance with company policy and procedures.

Ensure all required access courses, training, and eLearning are completed before departing for the site.

Arrange logistics for deployment to and from the site.

Determine uniform requirements and issue them to staff per the Uniform Policy before arriving on-site

Send out a Welcome email with a Site Information sheet.

Coordinate site logistics for employees as applicable (flights, hotels, taxis, car rentals, etc.)

Set up client-specific pre-access requirements. Including Site certificates and drug and alcohol testing

Ensures staff obtain the correct drug & alcohol test timeously according to the site requirements.

Escalates unbudgeted expenses or expenses above their approval limits to the Operations Director

Ensure all field time and attendance are recorded and approved by the client per company and site-specific processes.

Ensures the finance team receives all required documentation for invoicing activities following company and project-specific processes.

Review monthly site reports, escalating any issues to operation leadership.

Develop a good working relationship with site staff.

Regularly check in (weekly) with each site lead/representative

Attends monthly and quarterly client meetings.

Reply to e-mails and telephone calls promptly.

Refer any actual or potential problems that may damage client or staff relationships to Operations Director and Medical Director (as required)

Refer all non-logistical issues to relevant departments (i.e., Medical Support, Payroll, HR, etc); it is not the responsibility of the Operations Coordinator to solve these problems but to ensure it is attended to.

Ensure that Oryx is updated with current site staff details.

Leads weekly call with Operations Director to review roster and staff issues.

Ensure a high standard of customer satisfaction by taking a hands-on, personal, and direct approach.

Encourage a culture of customer service amongst staff and colleagues.

Professional teamwork with all staff.

Display a positive attitude to staff and clients.

Ensure quality control on all aspects of customer service by direct personal supervision of services

Responsible for all aspects of project delivery within the project budget.

Ensure International SOS and the client are represented professionally.

Ensure a Continuous Quality Improvement culture and system is maintained throughout the clinic/project.

Assist in promoting International SOS integrated health and emergency services with the client.

Participate in the client's and International SOS’ information campaigns on environmental, personal protection, diseases, and health promotions.

The person who holds this position will be required to not only work within a team but also be responsible for establishing and nurturing a team environment that facilitates smooth project delivery.

The ability to solve problems and make concise and informed decisions is essential.

A collaborative and confident personality will facilitate your ability to interact with all key personnel, ensuring the effective delivery of contract requirements.

Required Skills and Abilities

1-3 years of remote staff scheduling-related experience.

Experience preferred but not required in the oilfield /construction industry.

Intermediate Computer skills (MS Word, Excel, PowerPoint)

Demonstrated ability to fill positions on time, within budget, and a high degree of client satisfaction

Required Competencies

Ability to work independently, pay careful attention to detail, and manage multiple tasks in a fast-paced environment.

Ability to analyze situations and take appropriate action consistently with company policies.

Consistently demonstrate a high drive, infectious to the surrounding environment. Preserve effectiveness and drive while maintaining composure in highly stressful or adverse situations.

Promotes cooperation and commitment with the team towards attaining common goals.

Develop fresh ideas that provide solutions to all types of workplace challenges, which demonstrates initiative.

Maintains accuracy, a positive attitude, and an open mind during changes in business needs, conditions, or work responsibilities.

Diplomatically handles challenging or tense interpersonal situations.

Leadership skills

Supporting organizational values

Adaptability & flexibility

Self-Development

Professionalism

Results Focus

Required Languages:

English essential and other language skills advantageous