Operations Coordinator- New Installation/Modernization (Madison)

TK Elevator is currently seeking an experienced Operations Coordinator- New Installation/Modernization in Madison, WI. 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. Receives final acceptance forms from the field, inputs the information date into JobSight; 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 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 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 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. 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. Monthly reconciliation of P-Card in our systems Performs other duties as assigned. EDUCATION & EXPERIENCE: High school diploma or GED (general education degree); or one-year certificate from college or technical school Previous elevator repair administrative work Systems database knowledge Ability to utilize a laptop, desktop computer, or tablet, cell phone if needed Six months related experience and/or training in basic business administration; or an equivalent combination of education and experience Previous elevator repair administrative work, preferred Budget-conscious, preferred System database knowledge, preferred What makes us special At TK Elevator, we offer more than just a role, we offer a place to grow, thrive, and make an impact. 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-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. Important note: TK Elevator is committed to a prejudice-free and diverse working environment with equal opportunities. We welcome applications from everyone we continously work towards an inclusive and barrier-free reality. Please do reach out to us and we will work on individual solutions tailored to you. TKE – Move Beyond Who we are TK Elevator (TKE) is a world-leading innovator in vertical transportation and urban mobility. From engineering and installation to maintenance and digital transformation, we support all mobility systems, elevators, escalators, walkways, stairlifts and boarding bridges on any platform, at any time. With digital platforms like AGILE and the IoT platform MAX, we enable smarter, safer urban movement.With more that 50,000 employees, and 1,000+ global support centers, we are moved by what moves people. TKE – Move Beyond.