Port Operations Coordinator – Facilities & Equipment Services

ENSTRUCTURE LLC•Wilmington, DE

About The Position

The Port Operations Coordinator – Facilities & Equipment Services role provides essential administrative support to key personnel within the Facilities and Equipment departments. This position involves managing schedules, coordinating logistics, maintaining records, assisting with procurement, supporting project tracking and compliance, and managing documentation. The role also includes handling communication, customer service, and technician timekeeping to ensure smooth operations and accurate reporting.

Requirements

High School Diploma or equivalent.
Minimum 3-5 years of administrative experience to include supporting multiple people.
Must have strong interpersonal and communication skills with the ability to interact with people at all levels within the organization and all visitors, customers and vendors.
Must be open to and flexible with performing a wide variety of tasks, changing priorities, and multi-tasking.
Must have strong skills in the following: initiative, attention to detail, proofreading materials, establishing and juggling multiple priorities, and meeting deadlines.
Must be able to work independently in a fast-paced environment with demonstrated ability to juggle multiple tasks and demands.
Must have strong analytical ability to gather and summarize data for reports/projects, find and present solutions, and prioritize work.
Must be proficient in Microsoft Office including Word, Excel, and PowerPoint.
Must have a valid Driver’s License and reliable transportation.
Must have or meet the qualifications for obtaining a TWIC card required.

Nice To Haves

Experience with Copilot, RPA, or other AI tools preferred.

Responsibilities

Manage scheduling, calendar coordination, and meeting logistics for the Facilities Director, Director Equipment and Cranes, and project managers.
Organize and maintain digital and physical files, including contracts, RFQs, safety documentation, and maintenance records.
Draft, edit, and distribute internal communications, reports, and correspondence.
Assist with the preparation and tracking of purchase orders, requisitions, and invoice processing.
Coordinate with vendors for documentation submissions (e.g., COIs, W-9s, safety plans) and track expiration dates.
Maintain a vendor contact database and assist in onboarding procedures.
Support capital project tracking by updating logs, timelines, and status reports.
Maintain documentation to support ADA, OSHA, DHS, and Coast Guard compliance, including inspection records and audit logs.
Assist with coordinating contractor access, badging, and safety orientation scheduling.
Monitor and report routine maintenance requests, track work orders, and ensure timely vendor response.
Order and inventory office and facility supplies as needed.
Help track preventive maintenance schedules and inspection due dates.
Assist in compiling data for reporting (e.g., monthly operations summaries, budget tracking, usage logs).
Ensure records retention schedules are followed per port and state regulations.
Maintain updated facility maps, utility layouts, and infrastructure documentation in coordination with the Facilities team.
Serve as a liaison between the Facilities, and Equipment departments and other internal departments, tenants, and port users.
Respond to general inquiries via phone, email, or in-person and direct requests to the appropriate personnel.
Track and enter daily and weekly time records for Technicians across maintenance, repair, project work, and equipment.
Ensure accuracy of labor entries for internal reporting, grant reimbursement, or contract compliance.
Maintain a log of technician work assignments and assist in identifying labor allocation trends and staffing gaps.