[Hiring] Operations Coordinator @Full Circle Wind Services

Role Description

The Operations Co-Ordinator is responsible for managing the end to end scheduling, planning, and administrative coordination of all operational work across assigned sites. This role sits at the heart of the operations function, acting as the critical link between field teams, supply chain, and management. The Co-Ordinator ensures every job is correctly validated before dispatch, actively managed during execution, and accurately closed on completion. Through rigorous ticket discipline, proactive communication, and right first time preparation, the Operations Co-Ordinator enables technicians to perform at their best and drives operational efficiency across the business.

Job Creation & Work Order Management

• Raise and manage work orders for all planned maintenance, reactive works, and statutory inspections.
• Ensure all job types are correctly categorised and allocated to the appropriate scheduling queue.
• Maintain accurate and up to date records across all job management and business systems.
• Ensure no work order is left open without a current status, next action, and responsible owner.
• Track planned completion dates and escalate slippage promptly, not silently rolled forward.

Pre-Validation & Dispatch Readiness

• Validate every job before technician dispatch to ensure right first time site attendance.
• Confirm site access, permits to work (PTW), RAMS, key codes, and safe systems of work are in place.
• Verify job scope is clearly defined, correctly typed, and accompanied by relevant technical documentation.
• Confirm all required parts, materials, and consumables are identified, available, and either onsite or on route.
• Verify technician competency, travel, accommodation, tools, and equipment are confirmed before dispatch.
• Brief the Field Manager on all upcoming jobs, no technician departs without a fully pre-validated job.

Scheduling & Planning

• Maintain a rolling 2 week look ahead for all planned maintenance, reactive works, and statutory inspections.
• Schedule and track semi-annual (6M), annual, 5-year, and 10-year maintenance events across all sites.
• Coordinate reactive fault finding, troubleshooting, emergency callouts, and component replacements.
• Manage the compliance schedule for statutory and HV inspections, ensuring regulatory deadlines are met.
• Optimise technician deployment in collaboration with Field Managers to maximise utilisation.
• Ensure scheduling decisions are aligned with parts availability, never schedule without confirmed parts.

Supply Chain & Parts Management

• Act as the operational link between field teams and the supply chain function.
• Raise parts requests promptly, specifying urgency, site location, and delivery requirements.
• Track all open parts orders proactively and confirm receipt onsite before scheduling the associated job.
• Post-validate parts consumption, reconcile parts used against parts ordered and update stock records.
• Identify unused parts for return and flag any additional parts consumed outside the original order.
• Escalate supply chain delays or stock issues immediately to prevent job slippage.

Daily Queue Management & Ticket Discipline

• Conduct a structured daily queue review at the start of each day, triage, prioritise, and assign work.
• Maintain separate queues for planned maintenance, reactive faults, and statutory inspections.
• Update every open job daily with accurate status, progress notes, and confirmed next actions.
• Confirm field bookings for the next 48 hours and perform a midday check for emergent issues or escalations.
• Complete end of day job updates, no incomplete tickets carried forward into the following day.
• Prepare handover notes to ensure continuity of coverage when absent.

Field Manager Collaboration & Technician Enablement

• Conduct a daily briefing with the Field Manager to confirm the next day schedule.
• Maintain a shared, real time view of open works, no surprises for field teams or management.
• Agree escalation paths with the Field Manager for decisions on aborting or rescheduling site visits.
• Ensure all job information, technical documentation, and contact details are provided to technicians in advance.
• Support technicians to resolve unexpected site issues through clear escalation and coordination.

Post-Validation & Work Order Closure

• Confirm job completion with the technician, documenting full or partial scope and the reason for any deviation.
• Ensure all test results, readings, and site restoration notes are recorded accurately.
• Verify Field Manager sign-off on completion before closing the work order.
• Finalise all job fields, record labour hours and travel time, and raise any follow up actions as new jobs.
• Set work order status to closed, open work orders are not acceptable after confirmed completion.

Team Collaboration & Ways of Working

• Operate as part of a coordinated team, maintaining consistent standards regardless of who is working.
• Provide clear cover for colleagues when absent, no job is ever left.
• Communicate proactively with Field Managers, supply chain, and leadership, flag issues early.
• Participate in regular team retrospectives and contribute to continuous improvement of team processes.
• Adhere to and help maintain the team Ways of Working document as a living standard.

Reporting & Continuous Improvement

• Produce accurate and timely reports on scheduling performance, job status, and open works.
• Analyse operational data to identify trends, bottlenecks, and improvement opportunities.
• Track and maintain the maintenance event tracker and master scheduling calendar.
• Contribute to process improvements that enhance team efficiency, data quality, and field outcomes.
• Support the wider operations function with ad hoc coordination and administrative tasks as required.

Company Description

At Full Circle, we've been in the wind turbine game for over two decades, and now, we're ready to spread our wings and soar as an independent entity, supporting various wind turbine brands. Our journey into independence began in 2021, and every day, our team is fuelled by the excitement of growth and autonomy.

• Our Mission: Offering Top-Notch Support, No Exceptions!
• We're here to dish out top-tier maintenance support to everyone in need, regardless of the turbine brand or whether you've got one or a hundred turbines in your backyard.
• Expect us to swoop in with agile, honest, and lightning fast support.
• From routine maintenance to blade inspections, repairs, 24/7 remote monitoring, and even those must-do statutory inspections, we've got your back!
• Our Secret Sauce: Expertise, Resources, and a Personal Touch!
• We're renowned for our wizard-like expertise, abundant resources, and a friendly, personalised approach that ensures you squeeze every last whirl out of those turbines.
• Our HQ: Where Magic Happens!
• Our headquarters are nestled in the lively city of Amersfoort, Netherlands. But hey, our squad is scattered across Europe, maintaining wind turbines worldwide.
• Meet Our Funky, Spirited Team: We're not just a team; we're a bubbling cauldron of enthusiasm and youthfulness, growing alongside our company.
• That makes our work environment an absolute blast overflowing with energy and collaboration!
• We're open, direct, and as honest as a clear blue sky, reflecting the diverse world we live in!