Operations Coordinator

At International SOS, we are in the business of protecting and saving lives. For 40 years, we have delivered customised security risk management, health, and wellbeing solutions to organisations worldwide. With a presence in 90 countries and a team of nearly 13,000 experts, we provide 24/7 support to help organisations fulfil their Duty of Care responsibilities. Now, we’re looking for talented individuals to join our team and make a difference. About the role The Operations Coordinator is responsible for increasing the overall performance of the organization by creating strong interactive partnerships with candidates within medical services. ensuring all sites are scheduled well in advance and minimizing last-minute scheduling predicaments. building a strong casual pool that retains and attracts new talent. This position carries out the responsibilities of partnering with respective assigned client site managers to ensure the workforce assigned is operating at its highest potential. This role will drive continuous improvement and lead change within these functional areas. This is a full-time Monday to Friday role (8:00 am to 4:30 pm). Monday to Thursday are in office; Fridays are remote/work from home days. Key responsibilities Staffing Develop deployment roster, ensuring relevant staff have access to view the rosters. Fill positions at respective sites with existing employees when able. Provide solutions to planned scheduling conflicts immediately and escalate to operations leadership as required. Work closely with the Recruiter to raise the need for staffing - Submits Request for Recruitment for new staff through approved processes. Compile weekly and monthly metrics as requested. Identify individuals for succession planning within respective groups. Main point of contact for employee-related concerns at respective sites Approve/Audit staff pay in ADP in accordance with the roster — escalate any issues to the Operations Director Notifies relevant Operations Director/s, HR, and payroll of employee transfers between sites and/or position changes. Mobilization of New Staff 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. Logistics 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. Reports Review monthly site reports, escalating any issues to operation leadership. Communication with Clients and Staff 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. Customer Service (Client and Site Staff) 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 Finance Responsible for all aspects of project delivery within the project budget. Promotion of International SOS Services 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. Additional Responsibilities Corporate initiatives may be added to the scope If applicable, discipline-specific medical support when required. Ensure disaster plans and emergency response plans are maintained. Responsible for ensuring there are education programs for emergency services staff to improve their skill and knowledge levels. Work within and promote all International SOS policies, procedures, and corporate values. Be aware of International SOS' OH&S policies, practices, and procedures and actively participate in the ongoing development and enhancement of these important areas of our business. About you 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. Additional Competencies: Leadership skills Supporting organizational values Adaptability & flexibility Self-Development Interpersonal Skills: Communication (verbal and written) Customer Service Teamwork and Collaboration Business Skills: Project Management Problem Solving in acute and ongoing settings. Personal Attributes: Professionalism Results Focus Required Languages: English essential and other language skills advantageous Travel / Rotation Requirements: Baton Rouge, LA-based position 20% of the time travelling to project sites in sublocation. By joining International SOS, you will contribute to a global network dedicated to protecting people and organisations. We offer a dynamic and respectful workplace where expertise, innovation, and collaboration drive our success. 13,000 experts | 1,200+ locations | 90 countries | 110+ languages Start your journey with us today. Apply now!