Operations Coordinator- Modernization (Philadelphia)

Operations Coordinator- Modernization (Philadelphia, PA) 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. 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 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. 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 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 Some elevator repair administrative work, preferred Oracle database knowledge, preferred Benefits Provided they meet all eligibility requirements 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‑paid basic life insurance and AD&D Optional life and AD&D coverage Optional spouse and dependent life insurance Identity theft monitoring Pet insurance Company‑paid Employee Assistance Program (EAP) Tuition reimbursement 401(k) Retirement Savings Plan with company match: Employees can contribute a portion of their pay on a pre‑tax or Roth basis. The company provides a dollar‑for‑dollar match on the first 5% contributed. Additional benefits include: 15 days of vacation per year 11 paid holidays each calendar year (10 fixed, 1 floating) Paid sick leave, per company policy Up to six weeks of paid parental leave (available after successful completion of 90 days of full‑time employment) Eligibility requirements for these benefits will be controlled by applicable plan documents. This is intended to provide a general description of benefits and other compensation and is not a substitute for applicable plan documents or company policies. TK Elevator is an equal opportunity employer and committed to diversity. Qualified applicants will receive consideration for employment without regard to age, gender, race, color, religion, sexual orientation, gender identity, national origin, disability, and veteran status or any other protected status required by applicable law. TKE – Move Beyond #J-18808-Ljbffr TK Elevator