Operations Supervisor

Phoenix Medical Transport (Phoenix EMS) is seeking a highly organized and proactive Operations Coordinator to oversee the daily operational and logistical functions of our agency. This role is critical to ensuring clinical staff are supported, the fleet remains mission-ready, and operational processes run smoothly.

The ideal candidate thrives in a fast-paced environment, can manage multiple priorities simultaneously, and communicates effectively across teams. This position serves as the operational backbone of the organization, bridging field staff, leadership, and vendors.

At Phoenix EMS, we aren't just building a company; we are building a standard of excellence in emergency medical services. We are looking for individuals who want to do more than just "fill a role"—we want partners in our mission.

·      Opportunity to play a key leadership-support role. Be more than just an employee; be an architect of our foundation. You will have a seat at the table in shaping the workflows, culture, and standard operating procedures of a growing agency.

·      Direct impact on operational efficiency and patient care readiness. Your work directly translates to life-saving readiness. Every supply ordered and every schedule optimized ensures that our crews have exactly what they need to provide excellence in the field.

·      Collaborative, mission-driven team environment. Join a culture where every voice matters. We operate with a 'one team, one mission' mindset, prioritizing clear communication, mutual respect, and a shared passion for community service.

·      Commitment to shared value creation. We believe that when the agency succeeds, our community and our employees succeed. We are committed to a model of growth that rewards dedication and fosters long-term professional stability.

·      Participate in dispatch operations as needed, ensuring seamless communication between field units, customers and the agency.

·      Participation in the dispatcher rotation is required.

·      Perform daily pickups of all official mail from the Post Office (PO Box).

·      Scan all incoming physical mail and relevant documents into the local company server, ensuring organized filing and easy retrieval for the team.

·      Adapt to evolving operational needs and take on new responsibilities as required.

• Coordinate and manage employee schedules to ensure adequate clinical coverage across all shifts
• Respond to call-offs and urgent staffing needs in real time
• Assist with timekeeping, attendance tracking, and time-off requests to support accurate payroll processing.
• Participate in the screening of applicants and help processing candidates interested in joining Phoenix Medical Transport.
• Assist in the onboarding of new hires as needed. Including collecting copies of credentials, uniform issuance, and Angeltrack access.

• Maintain accurate, real-time inventory of medical supplies, and essential equipment
• Monitor stock levels and proactively order supplies to prevent shortages
• Manage vendor relationships and track purchase orders and deliveries
• Ensure compliance with all regulatory requirements related to supply tracking and controlled items

• Coordinate the preventative maintenance program for all vehicles
• Ensure all fleet vehicles and medical equipment meet applicable regulatory and safety standards
• Coordinate repairs, inspections, and service with external vendors and mechanics
• Track maintenance schedules, service history, and compliance documentation

• Identify and implement process improvements to enhance operational efficiency
• Assist with the maintenance of digital and physical records across personnel, fleet, and inventory
• Serve as the central communication hub between field staff, leadership, and external partners
• Support additional operational workflows as needed

• Strong interpersonal and communication skills
• High attention to detail and accountability
• Ability to work independently and as part of a team
• Adaptability in a dynamic, high-demand environment

• 2–4 years of experience in operations coordination, logistics, or office management (EMS or healthcare experience strongly preferred)
• Exceptional organizational and multitasking abilities
• Strong written and verbal communication skills
• Working knowledge of Microsoft Office (Excel, Word)
• Ability to remain calm under pressure and make effective decisions in urgent situations

• Knowledge of EMS regulations and state compliance requirements including HIPAA
• Experience with fleet management or inventory tracking systems
• Basic understanding of medical terminology and EMS supplies

Candidates should be comfortable learning and working within systems such as:

• EMS & ePCR platforms: AngelTrack (preferred)
• Scheduling & workforce management: AngelTrack, Gusto, or similar
• Inventory & fleet tracking: Asset/inventory management systems (Sortly, Rastrac)
• Productivity tools: Microsoft Office (Excel, Word, Outlook, Teams) 

Experience with similar platforms is acceptable; full training will be provided.

• Completion of a DiSC Profile Assessment
• If hired, completion of leadership development opportunities as assigned.