Operations Coordinator- New Installation/Modernization (Sacramento) (Finance)
What we expect
The first 3 letters in workplace safety are Y-O-U!
TK Elevator is currently seeking an experienced Operations Coordinator - New Installation/Modernization in Sacramento, CA.
Responsible for coordinating all administrative duties associated with the branch Modernization and New Installation operations departments so that the departments function efficiently and cost effectively.
ESSENTIAL JOB FUNCTIONS:
- Sends turnover approval requests to turnover "mailbox" for all jobs that are scheduled for final inspection during the month. Keeps JobSight and inter-department calendars accurate.
- Processes final acceptance forms from the field
- Receives New Installation Maintenance audit reports; updates JobSight and sends to New Installation Maintenance Audit email.
- Tracks jobs with New Installation Maintenance and/or interim maintenance and works closely with Sales Contract Administrator to ensure proper holds and/or adjustments are placed on existing service accounts under Modernization.
- Receives completed booking packages from sales; reviews booking package for terms and conditions pertaining to certified payroll, New Installation Maintenance warranty and any other pertinent terms.
- Prepares certified payroll packages and sends to the Regional Certified Payroll Administrator.
- Prepares project file, truck folder, mechanic folder and Letter One Package using the booking packages provided by sales.
- Reviews distributor report for ship dates and updates JobSight. Includes reviewing the file to determine appropriate permits needed, preparing the permits, and preparing the intent to install forms to obtain the permit.
- Prepares and logs change orders into JobSight. Includes following up on outstanding change orders, booking change orders, and providing time tickets/documentation to the customer as needed.
- Prepares documentation and attends the weekly operations meetings and monthly order management calls. Includes assigning tasks during/after the meeting. If a project requires onsite visits the Coordinator may be asked to attend the kick-off meeting.
- Schedules final inspections
- Completes all project closeout documentation and sends to required recipients.
- Fields calls from customers regarding status of jobs and answers inquiries.
- Participates in the monthly Account Receivable conference call with Regional Collections. Actively pursues and follows-up on Account Receivable items. Tracks and sends deposit checks to Regional Collections. This is an addition to current job description
- Assists in the preparation of payroll in JobSight for Superintendent approval. Includes providing documentation required for payroll processing (approved receipts, approved override rate forms); and filing original expense receipts.
- Receives and reviews union vacation request forms for conflicts and available time. Tracks time-off requests utilizing Vacation Tracker in our systems, forwards reports to designated parties.
- Submits warranty claims and accurately tracks to ensure timely processing of the warranty.
- Creates parts requisitions based on accurate and detailed documentation from field and/or operations management. This may include safety, uniforms, and supplies.
- Maintains and analyses various daily, weekly and monthly reports. Includes resolving open commitments, expected receipts, and jobs eligible to close reports.
Who we are looking for
EDUCATION & EXPERIENCE:
- High school diploma or GED (general education degree); or one-year certificate from college or technical school
- Six months related experience and/or training in basic business administration; or an equivalent combination of education and experience
- Previous elevator repair administrative work
- Systems database knowledge
- Ability to utilize a laptop, desktop computer, or tablet, cell phone if needed
Your Benefits With Us
