Hydrovac Operations Coordinator

At Safe Site Utility Services, we live by our core values—Communication, Honesty, Accountability, Safety, and Expertise—in every interaction and decision. As a leader in utility locating, hydrovac excavation, potholing, and Subsurface Utility Engineering (SUE), we are committed to delivering safe, responsive, and high-quality services to our clients.

The Hydrovac Operations Coordinator is responsible for supporting the day-to-day operations of the Hydrovac Division by coordinating field activities, scheduling crews, processing project documentation, and assisting with billing and project administration. This position serves as a central point of communication between clients, field personnel, project management, and accounting to ensure projects are executed efficiently from initial request through invoicing. This role also provides administrative and operational support to the Junior Project Managers, helping maintain project organization, documentation, and communication throughout the project lifecycle.

Responsibilities:

Operations & Scheduling

· Receive and respond to incoming client calls, emails, and service requests.

· Schedule and dispatch hydrovac crews for time-and-material and project work.

· Coordinate daily schedules to maximize crew utilization and operational efficiency.

· Communicate schedule changes and project updates to field personnel and clients.

· Monitor project progress and assist with resolving scheduling conflicts.

Billing & Documentation

· Review field tickets for completeness and accuracy.

· Enter pricing, labor, equipment, and project information to support invoicing.

· Coordinate with Accounting to ensure timely and accurate billing.

Communication

· Serve as a liaison between clients, field crews, operations, project management, and accounting.

· Provide routine scheduling updates and project status information.

· Maintain professional and responsive communication with both internal and external customers.