Port Operations Coordinator – Facilities & Equipment Services in Wilmington, Delaware at ENSTRUCTURE LLC

Job Title: Port Operations Coordinator – Facilities & Equipment Services

General Administrative Support

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.

Procurement and Vendor Coordination

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.

Project and Compliance Support

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.

Operations

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.

Document and Data Management

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.

Communication and Customer Service

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.

Technician Timekeeping

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.

Qualifications