Logistics Coordinator & Support Specialist

American Conservation Experience (ACE) is a dynamic non-profit organization dedicated to providing rewarding environmental service opportunities that harness the idealism and energy of a volunteer labor force to help restore America’s public lands. ACE has a national reputation for providing exceptional training and support to enable young adult crews to safely and economically implement technically complex and physically demanding conservation projects for the US Forest Service, BLM, National Park Service, USFWS and numerous state and local land management partners.

Job Title: Logistics Coordinator & Support Specialist

Location: Coachella Valley/Palm Springs, CA. This is an onsite based position with some trainings/field projects taking place on public lands. 

Department/Division: CREW, Pacific West

Status: Hourly, Full-Time Regular (Non-Exempt).

Schedule/Hours: ​​Full-time, 40 hours/weeks with additional hours as needed. Flexible work schedule (Monday – Friday) with some adjustment expected to accommodate specific projects and program needs. Some evening and weekend hours may be occasionally required.

Reports To: Program Manager

Travel: Local and regional travel

Position Summary:

The Logistics Coordinator & Support Specialist serves in a crucial support role within the American Conservation Experience Pacific West (ACE PW) Member Resources Team. Under the supervision of the Program Manager, Southern California, the LC works alongside Member Support Coordinators and in close collaboration with the ACE PW Operations team to provide on-the-ground support at ACE PW’s Palm Springs/Coachella Valley base location, one of three such bases in the state. This position will have three major areas of responsibility: 

1) Housing and facilities management
2) Fleet management
3) Purchasing and provisioning
4) General division support

The Logistics Coordinator & Support Specialist is responsible for providing in-person maintenance and oversight at the ACE warehouses, housing units, and other base facilities as well as coordinating and maintaining ACE fleet vehicles, and is responsible for supporting field crews with meal planning and food shopping. In addition, this position provides general support to the division, taking on a variety of tasks that range from leading teams in the field to organizing trainings to assisting with administrative tasks. This position is located at ACE PW’s Palm Springs/Coachella Valley, CA base location and requires some regional travel (10%).

Essential Functions and Responsibilities: 

Housing and Facilities

• Serve as the primary point of contact for the base location with the ACE National Facilities staff, ensuring smooth and regular communication.
• Lead the setup of new housing facilities and the maintenance of existing facilities, including undertaking small repairs, painting, and yard care and coordinating with contractors. Assist in the set up and maintenance of warehouse facilities.
• Organize room lists for arriving and departing members.
• Welcome new members to housing on arrival at properties and conduct housing orientations; provide support and mentorship to members as needed.
• Maintain an annual cleaning and maintenance schedule including fire alarm checks, appliance checks, standards of hygiene, secure property, computer virus checks, etc. for ACE facilities
• Conduct house checks for cleanliness after crews leave for field projects. Enforce disciplinary measures in coordination with division leadership for members or households that do not meet standards.
• Purchase and maintain cleaning supplies and other essentials for each housing unit.
• Pick up and deliver large orders from local retailers and perform other similar tasks that arise.
• Ensuring the alcohol and drug free housing rules are observed by members and staff.
• Be available to respond to emergencies if they arise and respond in a timely manner.

Fleet Management 

• Serve as the fleet manager for a PW base and as the primary point of contact with ACE central fleet staff. Ensure smooth, regular communication with ACE fleet staff.
• Inspect vehicle and trailer report forms from returning crews and take necessary action regarding any maintenance that may be needed or items that are missing.
• Ensure fleet repairs and routine maintenance are conducted in a timely manner and to a professional standard. Keep maintenance logs up to date.
• Obtain work-needed quotes and take vehicles to a mechanic as required.
• Be present and assist when crews are preparing to leave on field work (rig up) and when crews return from the field (de-rig).
• Maintain vehicle kits and stocks of cleaning supplies for vehicles.
• Train division drivers as needed.

Purchasing and Provisioning 

• Plan menus for crews on projects with dietary concerns and allergies taken into consideration.
• Purchase quality foods and pack foods in crew food bins or coolers. Ensure that when purchasing any item that ACE is getting the best value for money, check the internet for price comparison, and develop relationships with local suppliers.
• Repair and maintain sufficient food coolers and dry boxes.
• Maintain and resupply cook sets and stoves.
• Maintain stocks of personal protective equipment, gloves, hardhats, glasses and earplugs.
• Organize a storage system for first aid supplies and then maintain a stock of all first aid items so that staff and members can refill their first aid kits.
• Fill propane tanks so that when crews return there are sufficient full tanks.

General Division Support

• Assist divisional staff with additional duties as they come up and as schedules allow.
• Sub in for Crew Leaders to lead crews during illnesses or absences, as appropriate.
• Assist with the purchasing and maintenance of tools, first aid supplies, and other supplies and equipment to be stocked and stored at the warehouse.
• Organize and/or lead member and staff trainings, as appropriate.
• Assist in the preparation of reports for both external and internal use.
• Other duties as assigned.

Required Experience and Qualifications:

• Possess a high school diploma or GED certificate. BA/BS degree from an accredited college/university preferred.
• 1-2 years of previous experience in volunteer or staff roles with a volunteer or AmeriCorps program, preferably in a Conservation Corps.
• Intermediate level computer skills, specifically including knowledge of Microsoft Office products and a familiarity with the Google Apps suite.
• Previous experience working with young adults in a team setting.
• Knowledge or leadership experience within the conservation field.
• General knowledge of fleet (vehicle & trailer) maintenance and repair.
• Knowledge of general facility maintenance, improvements, and repair.
• Experience shopping for and creating healthy, cost effective recipes for field crews.
• Ability to adapt to work environments and conditions that can change frequently.
• Experience in communicating rules and regulations and holding others responsible to expectations.
• Willingness to travel and camp out for extended periods of time.
• Must be flexible and possess a high work ethic.
• Ability to understand and carry out oral and written instructions
• Ability to establish and maintain effective working relationships with other staff. members, partner agency staff, and the general public.
• Ability to adapt to dynamic work environments and conditions that can change frequently.
• Ability to maintain a positive, constructive work environment conducive to team performance.
• Ability to understand and carry out oral and written instructions.
• Ability to analyze and resolve complex safety issues
• Ability to handle concurrent operations in a fast-paced environment.
• Willingness to travel and camp out.
• Ability to prepare and maintain records and reports.
• Ability to understand and follow ACE systems and processes.
• Ability to perform the essential duties of the position with or without reasonable accommodations.

Other Requirements:

• Must be authorized to work in the U.S.
• Valid driver’s license and an insurable driving record.
• Proficient in English.
• Willingness to undergo and ability to pass a federal criminal background check.
• Willing to abide by ACE Policy and Federal Drug Free workplace policies and laws. ACE reserves the right to drug test at any time.

Physical Demands, Work Environment and Working Conditions

Physical Demands: Requires frequent sitting, standing, walking, hiking, carrying, using hands to handle or feel, reaching with hands and arms, talks and hears. Manual dexterity required for use of hand and power tools, computer keyboard/mouse and other office equipment. Required to stoop, kneel, climb stairs, and/or crouch. Ability to hike over rough terrain, and camp overnight under field conditions.

Vision Requirements: Requires close, distance, peripheral and depth perception vision as well as the ability to focus.

Weight Lifted or Force Exerted: Frequently moves up to 50 lbs., ability to move up to 60 pounds.

Environmental: Outdoor and indoor conditions. Work environment conditions can change frequently; working under adverse weather conditions and in various climates.

Noise Environment: Moderate to high noise such gas-powered chainsaws and other hand and power tools

Travel: This position requires domestic travel.

Compensation: Starting hourly pay of $20.50/hour – $ 22.50 /hour (depending on experience) for 40 hours/week + overtime if applicable