Field Operations & Compliance Coordinator
North American Fire Protection
Palm Coast, Florida | Full Time | In Office
Salary: $58,000–$68,000 with experience
About North American Fire Protection
North American Fire Protection is a national design build fire sprinkler contractor specializing in complex industrial projects throughout the United States. Our work includes cold storage, food processing, manufacturing, distribution, warehouse, pharmaceutical, data center and mission critical facilities.
We provide expertise in the design, fabrication and installation of fire suppression systems including fire pumps, wet pipe systems, dry pipe systems, preaction systems, ESFR systems and other specialized fire protection solutions.
We take pride in being Easy to Do Business With and believe our success comes from strong communication, accountability and people who take ownership of their work. Built to Protect. People, Projects and Commitments.
Position Summary
North American Fire Protection is seeking a highly organized, assertive and proactive Field Operations & Compliance Coordinator to join our Palm Coast office.
This is not a passive administrative position.
We are looking for someone who knows how to keep a lot of moving pieces moving. This person will work cross functionally with executive leadership, Operations, Human Resources, Project Managers, Superintendents, Foremen and field employees to coordinate workforce logistics, safety compliance, licensing, jobsite requirements and operational follow through.
The right person is a self-starter who sees what needs to be done and does it. They do not wait to be given a daily task list. They are comfortable following up repeatedly when something is incomplete, holding people accountable to deadlines and being firm when necessary.
In simple terms, we need someone who is exceptionally good at wrangling cats.
Our field teams work on projects across the country. Schedules change. Employees move between projects. Travel changes. Certifications expire. General contractors have different onboarding requirements. Safety documentation has deadlines. State licenses require renewals. The successful candidate will bring organization and accountability to all of it.
Key Responsibilities
Field Operations & Workforce Coordination
- Coordinate all field employee travel including flights, hotels, rental vehicles and other project specific travel requirements
- Communicate travel itineraries, field assignments and schedule changes to employees and appropriate team members
- Coordinate with Operations regarding manpower needs and movement of employees between projects
- Maintain accurate employee project assignments in Raken
- Review and approve field employee timesheets in BusyBusy
- Identify timekeeping discrepancies and proactively work with employees and supervisors to have them corrected
- Coordinate new field employee tool kits, uniforms and required equipment
- Order jobsite safety equipment, housekeeping supplies, cleaning supplies, site specific signage and other operational needs
- Assist with field mobilization and demobilization requirements
- Maintain accurate and organized records of field assignments, travel and workforce information
Safety & Field Compliance
- Assign required safety training courses to field employees
- Track completion of required safety training and proactively follow up on outstanding courses
- Maintain employee safety certifications and expiration dates
- Coordinate renewals before certifications expire
- Assist in creating, updating and maintaining company safety manuals and required safety programs
- Assist with distributing company and project specific safety manuals, insurance information and compliance requirements
- Coordinate field employee enrollment and setup in SafetyAmp, Textura and other GC or project specific safety and compliance platforms
- Track North American Fire Protection's field compliance including completion of:
- Job Safety Analyses
- Daily reports
- Toolbox talks
- Equipment inspections
- Harness inspections
- Other required Raken safety documentation
- Identify missing or incomplete safety documentation and follow up directly with the responsible employee or supervisor
- Maintain organized safety and compliance records
- Assist Operations and Human Resources with OSHA documentation and safety recordkeeping as required
- Escalate recurring or unresolved compliance issues to the appropriate manager
State Licensing & Regulatory Compliance
- Work directly with the Vice President and executive leadership on state contractor and fire protection licensing
- Assist with applications for new state licenses as North American Fire Protection enters additional markets
- Coordinate state registrations, applications, renewals and required supporting documentation
- Maintain a comprehensive licensing calendar including jurisdictions, license numbers, responsible parties, renewal dates and expiration dates
- Proactively begin renewal processes sufficiently in advance of expiration dates
- Track outstanding licensing requirements and follow up with internal and external parties until completed
- Maintain organized electronic records of licenses, applications, certificates and regulatory correspondence
- Assist with other state and local compliance requirements as needed
Project & Jobsite Administration
- Coordinate project specific onboarding requirements for field employees
- Assist employees with access to GC required safety, orientation, insurance and compliance systems
- Track required jobsite orientations and credentials
- Help ensure required documentation is completed prior to employee mobilization
- Coordinate project specific safety manuals, insurance requirements, signage and documentation
- Maintain visibility of outstanding project requirements and responsible parties
- Follow up until required items are completed
- Help identify potential administrative or compliance issues before they impact field operations or project schedules
Weekly WIP Meeting
- Facilitate North American Fire Protection's weekly Work in Progress meeting
- Coordinate and prepare the meeting agenda
- Capture key decisions, commitments, action items, responsible parties and deadlines
- Distribute meeting notes following each meeting
- Maintain an active list of outstanding WIP action items
- Send reminders and follow up with responsible team members throughout the week
- Hold team members accountable for commitments and due dates
- Escalate overdue or unresolved items when appropriate
- Help ensure commitments made during WIP meetings translate into completed actions
Required Qualifications
- Fire protection, fire sprinkler or commercial construction experience is required
- Minimum 3 years of relevant experience in construction operations, project coordination, field coordination, safety administration, project administration or a similar role preferred
- Experience working directly with construction field personnel including Superintendents, Foremen and field employees
- Understanding of how active construction projects operate including manpower scheduling, mobilization, safety requirements and changing project schedules
- Strong scheduling, calendar management and deadline tracking skills
- Ability to manage multiple projects, employees, deadlines and priorities simultaneously
- Strong computer skills and ability to quickly learn new construction technology platforms
- Experience with construction management, timekeeping, safety or project management software preferred
- Experience with Raken, BusyBusy, Textura or similar platforms is a plus
- Strong written and verbal communication skills
- Ability to work full time from North American Fire Protection's Palm Coast, Florida office
Who Will Be Successful in This Role
A Self Starter
You do not need someone to tell you what to do next. You identify what is coming, determine what needs to happen and move it forward.
Firm and Persistent
You are comfortable following up with people at every level of the organization. If something is due, you make sure it gets done. You can be respectful while still being firm.
Exceptionally Organized
You can keep track of employees traveling across the country, multiple active projects, certifications, licensing deadlines, safety documentation and changing priorities without losing the details.
Proactive
You think ahead. A certification expiring next month, a license renewal coming due or an employee mobilizing to a new project should not become an emergency because no one noticed it.
Comfortable Holding People Accountable
You are willing to ask the second and third time. You do not consider a task complete because you sent an email. You consider it complete when the required action is actually finished.
A Strong Communicator
You know who needs information, when they need it and how to communicate it clearly.
Adaptable
Construction changes quickly. Manpower moves, schedules change and priorities shift. You can reorganize quickly without becoming overwhelmed.
Solutions Oriented
When you identify a problem, your first instinct is to determine how to solve it rather than simply report that it exists.
Comfortable Working Across the Organization
You can communicate effectively with C Level leadership, Operations, Human Resources, Project Managers, Superintendents, Foremen, Apprentices and outside partners.
What Success Looks Like
The best measure of success in this position is that important details do not fall through the cracks.
Our field employees know where they are going, when they need to be there and what is expected of them.
Travel is booked correctly. Field assignments are current. Timesheets are accurate and approved. New employees have the tools and uniforms they need. Required safety training is completed. Certifications do not unexpectedly expire. JSA's, daily reports, toolbox talks and inspections are completed and documented. Jobsite onboarding is handled before mobilization. State licenses are renewed before deadlines. WIP action items have clear owners and are followed through to completion.
This person helps create the structure and accountability that allows our Operations team to stay focused on executing high quality fire protection work safely, efficiently and successfully.
Compensation & Location
Salary: $58,000–$68,000 annually, commensurate with fire protection and commercial construction experience
Location: Palm Coast, Florida
Schedule: Full Time | In Office
This position requires regular in person collaboration with North American Fire Protection's executive, Operations and administrative teams and is not a remote position.
Equal Employment Opportunity
North American Fire Protection LLC is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law.
This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Duties and responsibilities may be modified based on business and project needs, consistent with applicable law.
North American Fire Protection
Built to Protect. People, Projects and Commitments.
No Agency Solicitation: North American Fire Protection does not accept unsolicited resumes or candidate submissions from staffing agencies, recruiters or search firms. Please do not contact company employees regarding this position. Any unsolicited resumes submitted without a current written agreement with North American Fire Protection will be considered the property of North American Fire Protection and no placement fee will be paid.
Pay: $58,000.00 - $68,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Professional development assistance
- Referral program
- Retirement plan
- Vision insurance
Education:
- High school or equivalent (Required)
Experience:
- Fire Protection or Commercial Construction: 3 years (Required)
- construction operations or field coordination: 3 years (Preferred)
Work Location: In person
