Program Operations Coordinator

Program Operations Coordinator – Utility Field Safety Operations

Location: Somerset, NJ
Job Type: Full-time
Schedule: Monday through Friday, with field support as needed
Anticipated Assignment: Utility field safety program support; contingent upon client award or notice to proceed
Travel: Local travel to utility field locations as needed

About Us

CARIAN is a purpose-driven, woman-owned consulting and advisory firm dedicated exclusively to the power sector. We partner with leading electric and gas utilities to provide strategic advisory and disciplined execution across program management, business intelligence, and field execution oversight. Guided by integrity, trust, excellence, and accountability, our team helps deliver complex capital programs and build the resilient energy infrastructure that communities depend on.

Position Overview

CARIAN is seeking a Program Operations Coordinator – Utility Field Safety Operations to support workforce readiness, credential tracking, training compliance, access readiness, roster management, documentation, and day-to-day operational coordination for utility field safety programs.

This role is the control point for ensuring field personnel have the required training, credentials, background/drug screening status, badging, access readiness, and documentation needed to support utility field assignments. The Program Operations Coordinator will work closely with the Program Manager, field supervisors, safety leadership, recruiting, HR, and program controls to maintain accurate records and support smooth field deployment.

This is not a basic administrative assistant role. The successful candidate must be highly organized, detail-oriented, and comfortable managing training requirements, credential status, expirations, rosters, timesheets, expenses, field logistics, and readiness tracking for a field-based workforce.

Key Responsibilities

• Maintain workforce readiness trackers for field personnel, including training, credentials, badging, access status, and deployment readiness

• Track required OSHA training, site orientations, utility-specific training, NERC-CIP-related requirements where applicable, First Aid / CPR, NFPA 70E, and other required training or refreshers

• Monitor background check, drug screening, onboarding, badging, and site-access status for field personnel

• Track training expiration dates, renewal requirements, pending items, cleared personnel, blocked personnel, and readiness gaps

• Coordinate with recruiting, HR, safety leadership, field supervisors, and program leadership to resolve onboarding, training, credentialing, and access issues

• Maintain accurate rosters, personnel lists, deployment records, contact lists, schedule updates, and field assignment trackers

• Support timesheet collection, timesheet follow-up, expense coordination, and related administrative workflows

• Support PPE, equipment, device, document, and field logistics tracking as needed

• Maintain training documentation, credential records, onboarding files, access-readiness logs, and other program documents in an organized and audit-ready manner

• Provide weekly readiness updates to the Program Manager, field supervisors, and program controls team

• Support program reporting by providing accurate workforce status, credential status, and documentation updates

• Coordinate field communications, meeting logistics, document requests, and follow-up items as needed

• Identify missing records, expiring credentials, incomplete training, and access blockers before they impact field deployment

• Protect confidential employee, training, screening, and credential information

Qualifications

• 3+ years of experience in operations coordination, project administration, training coordination, credential tracking, HR compliance support, workforce coordination, or field operations support

• Experience maintaining rosters, trackers, training records, credential records, schedules, or readiness documentation

• Strong attention to detail and ability to manage deadlines, expirations, follow-ups, and multiple data sources

• Proficiency with Microsoft Office, including Excel, Outlook, Teams, and SharePoint

• Ability to communicate clearly with field personnel, supervisors, recruiting, HR, safety, and program leadership

• Strong organizational skills and ability to maintain accurate records in a fast-moving environment

• Ability to handle confidential information with professionalism and discretion

• Ability to work from the Somerset, NJ office and support field coordination needs as required

Preferred Experience

• Experience supporting utility, construction, infrastructure, safety, field services, or contractor workforce programs

• Experience tracking OSHA training, NERC-CIP-related requirements, utility badging, site access, drug testing, background checks, safety certifications, or training expirations

• Experience with learning management systems, credentialing systems, HRIS platforms, applicant tracking systems, SharePoint, Smartsheet, or similar tracking tools

• Experience supporting field teams, union or non-union craft environments, high-volume onboarding, or multi-site workforce deployment

• Familiarity with timesheet, expense, PPE, equipment, device, or field logistics coordination

• Strong Excel skills, including filters, formulas, pivot tables, and status reporting

Why CARIAN

• Purpose-driven work – Help deliver infrastructure that powers communities

• Industry reputation – Trusted by leading utilities for our reliability and results

• Career growth – Opportunities to lead major programs and mentor high-performing teams

• Collaborative culture – Join a team that values delivery excellence and long-term relationships

• Competitive total rewards – Strong compensation, full benefits, 401(k) match, and meaningful work

Equal Employment Opportunity

CARIAN is proud to be an equal opportunity employer. We hire and develop talent based on qualifications, performance, and business needs. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic. As a women-owned firm dedicated to the power sector, we are committed to building a team that reflects professionalism, expertise, and integrity at every level.

Compensation

The base salary range for this role is $50,000 – $75,000 annually. This range represents a good-faith estimate at the time of posting; actual compensation will depend on experience, qualifications, skills, project assignment, and business needs. CARIAN offers a competitive benefits package, including medical, dental, and vision coverage, paid time off, holidays, and 401(k) participation with company match. This position may also be eligible for discretionary bonus incentives or other compensation programs based on company and individual performance.