Administrative Coordinator

Job Summary Provide administrative and business detail support for the branch office?by performing a variety of administrative tasks.? Answer and transfer phone calls, screening and taking messages when necessary. Dispatch/coordinate service calls to technicians prioritizing them based on urgency and importance. Create service tickets in system by logging all significant information regarding the customer request for service. Create preventative maintenance tickets in system each month. Use systems for Service Maintenance creation and edits for new accounts and existing accounts for changes, credits, and discounts, etc. Be engaged on aging accounts and help organize and assist and contact customers on all collection needs. Organize the escalation of accounts by notifying customers and assisting branch leadership and Sales as directed. Assist mechanics with issues encountered with service tickets and ensure they are properly resolved for time entry and payroll. Update on-call schedule and notify answering service and mechanics of changes when needed. Update service routes in system as needed. Enter construction and mod employee’s hours. Ensure proper payroll processing in Vision and transmittal in ADP. Manage and record holiday hours, PTO hours taken and PTO payouts. Enter and maintain union employee’s approved pay rates and increases. Perform accounts payable duties to include researching purchase orders, maintaining packing list and invoice files, coordinating invoice approval and routing to corporate AP department. Maintain filing systems to include electronic filing as assigned. Conduct research, compile and generate reports. Prepare agendas and schedules for meetings. Record and distribute minutes or other meeting records. Open and route incoming mail and packages. Prepare outgoing mail and packages. Maintain contact with customers, outside vendors and corporate headquarters. Serve as backup for other administrative duties as needed. ADMINISTRATIVE COORDINATOR Job Summary Provide administrative and business detail support for the branch office?by performing a variety of administrative tasks.? Answer and transfer phone calls, screening and taking messages when necessary. Dispatch/coordinate service calls to technicians prioritizing them based on urgency and importance. Create service tickets in system by logging all significant information regarding the customer request for service. Create preventative maintenance tickets in system each month. Use systems for Service Maintenance creation and edits for new accounts and existing accounts for changes, credits, and discounts, etc. Be engaged on aging accounts and help organize and assist and contact customers on all collection needs. Organize the escalation of accounts by notifying customers and assisting branch leadership and Sales as directed. Assist mechanics with issues encountered with service tickets and ensure they are properly resolved for time entry and payroll. Update on-call schedule and notify answering service and mechanics of changes when needed. Update service routes in system as needed. Enter construction and mod employee’s hours. Ensure proper payroll processing in Vision and transmittal in ADP. Manage and record holiday hours, PTO hours taken and PTO payouts. Enter and maintain union employee’s approved pay rates and increases. Perform accounts payable duties to include researching purchase orders, maintaining packing list and invoice files, coordinating invoice approval and routing to corporate AP department. Maintain filing systems to include electronic filing as assigned. Conduct research, compile and generate reports. Prepare agendas and schedules for meetings. Record and distribute minutes or other meeting records. Open and route incoming mail and packages. Prepare outgoing mail and packages. Maintain contact with customers, outside vendors and corporate headquarters. Serve as backup for other administrative duties as needed. Essential Duties Answer and transfer phone calls, screening and taking messages when necessary. Dispatch/coordinate service calls to technicians prioritizing them based on urgency and importance. Create service tickets in system by logging all significant information regarding the customer request for service. Create preventative maintenance tickets in system each month. Use systems for Service Maintenance creation and edits for new accounts and existing accounts for changes, credits, and discounts, etc. Be engaged on aging accounts and help organize and assist and contact customers on all collection needs. Organize the escalation of accounts by notifying customers and assisting branch leadership and Sales as directed. Assist mechanics with issues encountered with service tickets and ensure they are properly resolved for time entry and payroll. Update on-call schedule and notify answering service and mechanics of changes when needed. Update service routes in system as needed. Enter construction and mod employee’s hours. Ensure proper payroll processing in Vision and transmittal in ADP. Manage and record holiday hours, PTO hours taken and PTO payouts. Enter and maintain union employee’s approved pay rates and increases. Perform accounts payable duties to include researching purchase orders, maintaining packing list and invoice files, coordinating invoice approval and routing to corporate AP department. Maintain filing systems to include electronic filing as assigned. Conduct research, compile and generate reports. Prepare agendas and schedules for meetings. Record and distribute minutes or other meeting records. Open and route incoming mail and packages. Prepare outgoing mail and packages. Maintain contact with customers, outside vendors and corporate headquarters. Serve as backup for other administrative duties as needed. This job description is not intended to be all-inclusive, and the employee will also perform other reasonably related business duties. DIRECT REPORTS 0 - None Job Qualifications And Requirements Education: High School Diploma or equivalent Experience: Minimum 2 years in related Skills/Core Competencies Technical Professional Knowledge Teamwork and Cooperation Communication Adaptability Customer Service Orientation Planning and Organizing WORK ENVIRONMENT AND EXPECTATIONS Job duties are performed mainly within an established office environment under normal lighting and climate-controlled tolerances. The noise level in the work environment is usually low to moderate. Requires prompt, reliable, regular, and in-person attendance at the office to oversee shared services functions and/or employees, normally achieved by working standard business hours. Certain positions will require a flexibility of working hours to meet the demands of the job and the direction of the manager. The work environments are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Requirements Prolonged periods sitting at a desk and working on a computer. Must be able to lift up to 15 pounds at times. This job description does not constitute a written or implied contract of employment. This job description is not intended and should not be construed to be an exhaustive list of all responsibilities, skills, efforts, or work conditions associated with the job. Furthermore, the employer may revise or change job duties and responsibilities as the need arises. Fujitec America is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, status as a protected veteran, or any other applicable statutorily protected group status under local, state, or federal law. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. Applicants must be authorized to work for any employer in the U.S. We are currently unable to sponsor or take over sponsorship of an employment visa. #J-18808-Ljbffr