As Port Alpha progresses through planning, engineering, and construction phases, the Operations Specialist helps maintain alignment between internal teams, consultants, and vendors by organizing information flow, tracking progress, and supporting structured decision-making. The role supports leadership by ensuring that priorities, risks, and dependencies are clearly visible and that actions are followed through to completion.

Responsibilities:

Program Coordination

• Coordinate activities across the Port Alpha development team and external consultants.
• Track and report progress across key project workstreams including engineering, operations planning, infrastructure development, and vendor engagements.
• Maintain clear visibility into project priorities, milestones, and dependencies.

Action & Issue Tracking

• Maintain centralized tracking of key issues, decisions, and action items.
• Follow up with responsible parties to ensure progress and closure.
• Escalate risks or delays that may impact schedule or program objectives.

Meeting & Decision Support

• Support preparation and coordination of internal program meetings, workshops, and reviews.
• Document decisions, action items, and key discussion points.
• Ensure follow-up actions are clearly communicated and tracked.

Vendor & Partner Coordination

• Help coordinate communication with engineering consultants, equipment vendors, and other external partners.
• Track deliverables, inputs, and required responses from external parties.
• Ensure information flows effectively between vendors and internal teams.

Status Reporting

• Compile regular program status updates.
• Consolidate inputs from multiple workstreams into clear summary updates.
• Support preparation of materials for leadership reviews and executive meetings.

Information Management

• Maintain organized program documentation and shared resources.
• Ensure key project documents, deliverables, and references are easily accessible to the team.
• Support structured knowledge capture as the project evolves.

Special Projects

• Support execution of special projects assigned by Port Alpha leadership that are critical to program development and operational readiness.
• Conduct research, analysis, and coordination activities to advance strategic initiatives, vendor engagements, and operational planning efforts.
• Assist with development of presentations, briefing materials, and internal reports used to support decision-making.
• Coordinate cross-functional efforts for short-term initiatives that fall outside normal project workstreams.
• Help drive progress on high-priority tasks that require rapid coordination across teams or external partners.

Qualifications:

Required

• Bachelor’s degree in business, engineering, project management, or related field.
• 3+ years of experience supporting complex projects or operations teams.
• Strong organizational and coordination skills.
• Ability to track multiple workstreams and priorities simultaneously.
• Excellent written and verbal communication skills.

Preferred

• Experience supporting engineering, construction, manufacturing, or infrastructure projects.
• Experience in the maritime industry working in shipyards or onboard vessels.
• Familiarity with project management tools (Smartsheet, Jira, Asana, or similar).
• Experience coordinating cross-functional teams or vendor engagements.
• Experience preparing leadership-level status updates or program summaries.

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Responsibilities:

• Serve as the first friendly point of contact; greet visitors and manage check-in processes to ensure a professional, warm and welcoming experience
• Maintain office readiness, including cleanliness, organization, and overall presentation
• Coordinate visitor management processes, including pre-registration and compliance with security protocols
• Partner with Security to manage access, visitor flow, and adherence to onsite policies
• Support day-to-day office operations, including office supplies, mail distribution, F&B re-stock and general administrative coordination
• Coordinate and oversee facilities needs, including minor repairs, preventative upkeep, and vendor engagement for routine services
• Monitor, track, and escalate operational and facilities-related issues to appropriate stakeholders, ensuring timely resolution
• Assist with onboarding and offboarding by ensuring workspace readiness and supporting basic setup and orientation logistics
• Support meetings and events through coordination of room setup, catering, and space readiness
• Track recurring issues and provide feedback to Workplace and Facilities to improve office operations
• Perform a range of administrative tasks to support overall office efficiency and day-to-day operations

Qualifications:

• Proven ability to manage front-facing responsibilities with professionalism, including greeting visitors, handling inquiries, and maintaining a positive organisational image
• Strong organisational and coordination skills, with experience managing schedules, appointments, and multiple priorities simultaneously
• Excellent written and verbal communication skills, with the ability to interact effectively across teams and with external stakeholders
• Detail-oriented with the ability to track, manage, and follow up on tasks, projects, and administrative processes
• Experience supporting operational workflows, including data entry, documentation, and cross-functional coordination
• Proficiency in workplace tools and systems, including Slack, Microsoft Teams, Envoy, Confluence, and Microsoft Excel
• Familiarity with submitting and managing facilities requests and handling basic IT support requests or ticketing systems
• Ability to work independently while also collaborating effectively in a team environment
• Strong problem-solving skills and adaptability in fast-paced or dynamic settings
• Customer-service mindset with a focus on responsiveness, professionalism, and efficiency
• Prior experience in administrative, coordination, or specialist-type roles preferred

Physical Demands:

• Prolonged periods of sitting at a desk and working on a computer
• Occasional standing and walking within the office
• Manual dexterity to operate a computer keyboard, mouse, and other office equipment
• Visual acuity to read screens, documents, and reports
• Occasional reaching, bending, or stooping to access file drawers, cabinets, or office supplies
• Lifting and carrying items up to 20 pounds occasionally (e.g., office supplies, packages)

Additional Information:

• Benefits: Medical Insurance, Dental and Vision Insurance, Time Off, Parental Leave, Competitive Salary, Retirement Plan, Stock Options, Life and Disability Insurance, Pet Insurance
• Saronic CCPA Notice for Candidates and California Employees: This role requires access to export-controlled information or items that require “U.S. Person” status.

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