Operations Coordinator- Installation; West Palm

Responsible for coordinating all administrative duties associated with the branch New Installation operations department so that the department functions efficiently and cost effectively.

ESSENTIAL JOB FUNCTIONS:

• Receives completed booking packages from sales; reviews booking package for terms and conditions pertaining to certified payroll, NIM warranty and any other pertinent terms.
• Electronically files Booking package into Job Sight, updates key members and customer contact information.
• In Job Sight, create and send Letter One package to customer and task Manager/Superintendent to follow up.
• Works with manager to determine appropriate permits needed, preparing the permits and preparing the intent to install forms to obtain the permit.
• Sends turnover approval requests to turnover “mailbox” for all jobs that are scheduled for final inspection during the month. Keeps Job Sight and inter-department calendars accurate.
• Receives final acceptance forms from the field, inputs the information date into Job Sight; notifies appropriate personnel; forwards a copy of the final acceptance form to Regional Billing; and updates related reports.
• Receives New Installation Maintenance audit reports; updates Job Sight and sends to New Installation Maintenance Audit email.
• Prepares certified payroll package and sends to Regional Certified Payroll Administrator.
• Updates Job Sight project file with notes and photos from Manager/Superintendent site visits.
• Prepares and logs change orders into Job Sight. 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 operation meetings and monthly order management calls.
• Schedules final inspections with all necessary parties.
• 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 Accounts Receivable conference call with Regional Collections. Actively pursues and follows-up on Accounts Receivable items. Tracks and sends deposit checks to Regional Collections.
• Assists in the preparation of payroll in Job Sight for Manager/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 system, forwards reports to designated parties.
• Submits accurately and tracks warranty claims 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.
• Reviews invoice on-hold reports and works with Office Manager, Region and Corporate, as needed, to resolve the holds.
• Maintains and analyses various daily, weekly and monthly reports. Includes resolving open commitments, expected receipts, and jobs eligible to close reports.
• Receives and distributes faxes and correspondence pertaining to construction operations.

EDUCATION & EXPERIENCE:

• High school diploma or GED (general education degree); or one-year certificate from college or technical school; or three to six months related experience and/or training in basic business administration; or an equivalent combination of education and experience
• Six months to one year of prior experience in construction
• Previous elevator repair administrative work, preferred
• Budget-conscious, preferred
• System database knowledge, preferred

Provided they meet all eligibility requirement under the applicable plan documents, employees will be offered

• Medical, dental, and vision coverage
• Flexible spending accounts (FSA)
• Health savings account (HSA)
• Supplemental medical plans
• Company-paid short- and long-term disability insurance
• Company-pa…