Purpose of the Role/Role Overview
The Scheduling and Logistics Assistant is primarily responsible for coordinating crew and tug scheduling to support the safe, efficient, and continuous operation of the terminal. This role ensures appropriate staffing levels, aligns marine assets with operational requirements, and responds to changing conditions such as weather and operational demands.
In addition, the role provides essential administrative support to the Terminal Manager and provides administrative support for procurement and general office functions, ensuring that materials, supplies, and services are ordered, tracked, and documented in a timely and accurate manner.
General Duties/Key Responsibilities
· Coordinate and maintain crew and tug schedules to ensure continuous operational coverage in alignment with business requirements, regulatory obligations, and collective agreement provisions.
· Act as the central point of coordination for day-to-day scheduling changes, including responding to unplanned absences, operational disruptions, and shifting priorities.
The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of employees. Furthermore, the content is subject to change, modification, or deletion at the discretion of Wolverine Terminals with the approval of the President, or the employee may be required to perform job responsibilities not listed in this Job Description.
· Work closely with the Terminal Manager to allocate personnel and tug resources to support barge movements and terminal activities, ensuring efficient use of available resources.
· Proactively identify and address scheduling gaps, conflicts, or risks to operational continuity, escalating issues to the Terminal Manager as required.
· Communicate schedules, updates, and changes clearly and in a timely manner to operations personnel and relevant stakeholders.
· Monitor and track crew attendance, hours worked, and schedule adjustments to support payroll accuracy and operational reporting.
· Adjust crew, tug and booming schedules in real time in response to weather conditions, operational demands, and unforeseen events.
· Maintain accurate scheduling records and documentation to support compliance, reporting, and audit requirements.
Duties/Responsibilities – Procurement Support
· Provide administrative support for day-to-day procurement activities, including preparing and processing purchase orders and tracking the status of orders.
· Coordinate with vendors and internal stakeholders to confirm delivery timelines, resolve discrepancies, and ensure continuity of supply for terminal operations.
· Maintain accurate procurement records, including purchase orders, invoices, and related documentation.
· Assist with the receipt and verification of goods and services to ensure they meet order specifications.
· Support basic inventory tracking activities to help maintain appropriate stock levels and data accuracy.
· Liaise with the Terminal Manager and Calgary office to support procurement processes and ensure alignment with company procedures.
Duties/Responsibilities – Office Administration Support
· Ensure operations employee times sheets are completed accurately and submitted to payroll in a timely manner.
· Assist with onboarding new employees in collaboration with the Office Manager located in Calgary, Alberta.
· Prepare daily reports, schedules, and operational summaries as required by management.
· Support audits, inspections, and internal reviews by ensuring documentation is current and accessible.
· Prepare oil samples for shipment.
· Other duties as may be assigned by the Terminal Manager.
Education and/or Work Experience Requirements
· Proven experience coordinating crew, vessel, or equipment scheduling in an operational, industrial, marine, or transportation environment is required.
· Experience working in a unionized environment, including exposure to collective agreement provisions relating to scheduling and hours of work preferred.
· Demonstrated ability to manage competing scheduling priorities in a time-sensitive environment, including responding to changes such as weather, staffing availability, and operational demands.
· Experience supporting day-to-day administrative processes, including data tracking, reporting, and documentation.
· Highly organized with strong planning and time-management skills; able to manage multiple priorities with a high degree of accuracy.
· Exposure to procurement or inventory processes in a support capacity is considered an asset, but not required.
· Strong communication skills, with the ability to work effectively with operations personnel, management, and external vendors.
· Demonstrated problem-solving ability and sound judgment in a fast-paced operational environment.
· Advanced proficiency in Microsoft Office Suite, particularly Excel, for tracking, scheduling, and reporting purposes.
Working Environment and/or Physical Requirements
· Office-based role with frequent interaction with operations personnel.
· Flexibility in terms of working hours to support operational demands (i.e. occasional weekend work).
· Must adhere to company Alcohol & Drug policies.
The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of employees. Furthermore, the content is subject to change, modification, or deletion at the discretion of Wolverine Terminals with the approval of the President, or the employee may be required to perform job responsibilities not listed in this Job Description.
Job Types: Full-time, Permanent
Pay: $62,000.00-$75,000.00 per year
Benefits:
- Dental care
- Extended health care
- Paid time off
- RRSP match
Education:
- Secondary School (required)
Experience:
- shift scheduling: 1 year (required)
Language:
Location:
- Prince Rupert, BC V8J 3P4 (required)
Work Location: In person
