Field Operations Coordinator

IK Systems•Victor, NY

11d•Onsite

About The Position

The Field Operations Coordinator provides administrative and logistical support to IK Systems field operations. The position reports to the EVP of Operations and supports the directors and managers of Operations, the Project Management Office, and Service. Responsibilities include consolidating and maintaining the field technician schedule from Project Management Office and Service requests, arranging and managing travel for field and corporate personnel, administering the company vehicle fleet, maintaining compliance and certification records in coordination with the Director of Compliance, and providing administrative support to Operations leadership. The position requires the exercise of judgment in balancing operational requirements against budget constraints, in allocating technician assignments among competing project and service demands, and in adjusting travel and logistics arrangements in response to changing field and jobsite conditions.

Requirements

High School Diploma or equivalent required
3+ years supporting field operations, logistics, or multiple department leaders in construction, field services, or a comparable technical environment.
Experience arranging business travel required.
Valid Driver's License required.
Proficient in Microsoft applications, including Word, Excel, Outlook, and Teams
Experience maintaining shared records and trackers relied on across a team

Nice To Haves

OSHA 10 and OSHA 30 required within 1 year of employment.
Experience in construction, low-voltage, or a related technical field preferred
Associate or Bachelor's degree in Business Administration, Construction Management, or a related field
Fleet administration or vehicle records
Arranging travel for personnel working across multiple states
Compliance recordkeeping or audit support
Corporate travel booking or expense platform
Fleet or asset tracking systems
Strong organizational skills and attention to detail, with the ability to manage multiple concurrent commitments accurately.
Sound judgment in evaluating cost and logistics options.
Ability to support multiple department leaders simultaneously and to prioritize among competing requests.
Clear and direct written and verbal communication, including communication of schedule and arrangement changes to affected personnel.
Discretion in handling confidential personnel, financial, and compliance information.

Responsibilities

Assigns and sequences technicians against project schedules, contractual service obligations, and emergency dispatch by matching assignment to certification, licensure, and site-access clearance, not availability alone.
Arranges and adjusts all field and corporate travel, including airfare, lodging, rental vehicles, and ground transportation, sequencing arrivals against jobsite start times and site access windows, rebooking as weather, site conditions, or emergency dispatch require, and keeping itineraries accessible to field teams and their supervisors.
Evaluates travel options on total cost to the company, including fare, routing, lodging, timing, and associated labor time, and commits expenditures above budgeted amounts where a lower-priced option would result in greater overall cost.
Reconciles travel and company card charges with Finance, and reports travel spend against project budgets to the assigned Project Manager and the EVP of Operations.
Supports the directors and managers of Operations, the Project Management Office, and Service with meeting coordination, document preparation, correspondence, and shared operational trackers.
Communicates project awards, crew assignments, and operational updates to the field.
Coordinates new hire onboarding logistics with the HR Operations Coordinator.
Manages the company fleet, including preventive maintenance and repair scheduling around crew assignments, new vehicle acquisition, registration, titling, DMV reporting, and insurance enrollment.
Administers vehicle credentials and accounts, including parking passes, toll transponponders, and fuel cards.
Maintains fleet records so that vehicle status, assignment, and service history are current and available to Operations leadership.
Serves as an active member of the company safety committee, performs field safety checks, and reports findings to the committee and Operations leadership.
Partners with the Director of Compliance on compliance documentation and reporting, including assembling records for internal reviews, customer audits, and regulatory requests.
Tracks technician certifications, licenses, and required training, notifying supervisors ahead of expiration and escalating gaps to the Director of Compliance and the EVP of Operations.
Performs additional duties as assigned.