Coordinator, Logistics

Job Summary

Duties & Responsibilities

• Provides administrative support to the Deputy Chief/Manager Logistics, Logistics Superintendent, Systems Analyst, Fleet Coordinator and Logistics Officers.
• Responsible for station and medication vault access and security control. Monitors/controls assignment of access fobs to staff and vendors. Provides remote access to stations for authorized vendors and personnel. Generate reports for audit purposes.
• Leads uniform procurement process and uniform inventory management.
• Co-ordinates the acquisition of quotes, maintenance of an annual order form, ordering and tracking of costs associated with divisional dress uniforms.
• Responsible for the coordination and collaboration with Fleet Services and Fleet Coordinator, and external vehicle vendors, in the preventative maintenance schedules for Community Paramedic and Logistic fleet vehicles.
• Responsible for the creation and maintenance of vehicle records pertaining to certification, commissioning, licensing, insurance, accident history, maintenance etc. for all service vehicles.
• Develops and maintains several spreadsheets, databases, SharePoint tasks, including schedules and vacation log calendars for logistics staff.
• Establishes and maintains authoritative vendor contact lists and reference materials across multiple agreements and equipment types, including MSDS updates.
• Works with Facility Services to prioritize station maintenance and repairs, determining urgency, coordinating follow up, and advising Health & Safety and management based on findings
• Co-ordinates and prepares several on-going orders, reports and statistics.
• Acts as a liaison between the Deputy Chief/Manager and the field personnel by communicating issues and information to and from the various locations. Coordinates and maintains Logistics information and update feeds to the electronic display monitors in all stations.

Additional Duties and Responsibilities

• Co-ordinates meetings, prepares agendas, attends meetings, records minutes.
• Co-ordinates Health & Safety station inspections to ensure compliance with Ministry of Labour requirements
• Plans and adjusts schedules for logistics officers and make ready staff, including vacation allocations, and maintaining accurate records.
• Responsible for the Logistics "Teams" site management.
• Co-ordinates and maintains inventory of office supplies and coordinates repair of office equipment.
• Maintains current and effective filing systems both physical and electronic, including administration, resources and confidential patient information, ensuring confidentiality are always maintained.
• Maintains and updates information contained in the inventory and information management systems.
• Liaises with vendors and suppliers for purchases and service requests and annual pricing changes.
• Oversees and manages the onboarding cycle for high school cooperative students three times per year, liaising with program coordinators, evaluating required documentation, and ensuring all compliance obligations are met. 
• Coordinates oversight for all program documentation, including purchasing agreements, vendor-of-record information, bid documentation, pricing, and MSDS forms. 
• Provides front-line customer service, responding to inquiries by phone, in-person, by mail or email.
• Performs other duties as required.

Skills & Qualifications

• Completion of secondary school is required; post-secondary education in business or a related field is considered an asset.
• Minimum of two (2) years of progressively responsible clerical and/or administrative experience.
• An equivalent combination of education and experience will be considered.
• Excellent working knowledge of Microsoft 365, including Microsoft Word, Excel, PowerPoint, and Outlook.
• Excellent keyboarding speed.
• Proficient in Microsoft Teams and SharePoint.
• Working knowledge of SAP and Zoll Data Systems / electronic Patient Care Records.
• Excellent communication and organizational skills, with the ability to set priorities and manage multiple projects.
• Proven ability to interact with diverse clientele in a tactful, professional, and efficient manner.
• Ability to work in a fast-paced environment with frequently changing priorities.
• Effective decision-making skills, with the ability to make timely decisions in support of operational needs.

Working/ Employment Conditions

Working Conditions

• The incumbent may be required to drive a Regional vehicle and will be required to provide a copy of their driver’s license and a driver’s abstract, by their first day of employment. 

Employment Conditions

• Current (obtained within the past six (6) months), original and acceptable Criminal Records Check, by the first day of employment.