Operations Coordinator- Modernization (Boston) (Finance)
Join TK Elevator as an Operations Coordinator in Boston, MA, and be a key player in optimizing service operations—apply now!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
- Some elevator repair administrative work
- Oracle database knowledge
TK Elevator is currently seeking an experienced Operations Coordinator- Modernization in Boston, MA.
Responsible for performing all administrative duties associated with the service operations department so that the department functions 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 Operations systems/tools and inter-department calendars accurate.
- Receives final acceptance forms from the field, inputs the information date into Operations systems/tools 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 Operations systems/tools 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 package 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 in Operations systems/tools. 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 Operations systems/tools. 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. 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 with all necessary parties.
- Completes all project closeout documentation and sends to required recipients.
- Assists in the preparation of payroll in in Operations systems/tools. 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 Oracle, 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.
- Reviews invoice on-hold reports and works with Office Manager, Region and Corporate, as needed, to resolve the holds.
- Receives and distributes faxes and correspondence pertaining to operations.
