Operations Coordinator

Operations Coordinator- New Installation/ModernizationTK 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.Salary: $20.00 - $30.00 per hourEssential 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 descriptionAssists 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 systemsPerforms other duties as assigned.Education & Experience:High school diploma or GED (general education degree); or one-year certificate from college or technical schoolPrevious elevator repair administrative workSystems database knowledgeAbility to utilize a laptop, desktop computer, or tablet, cell phone if neededSix months related experience and/or training in basic business administration; or an equivalent combination of education and experiencePrevious elevator repair administrative work, preferredBudget-conscious, preferredSystem database knowledge, preferredWhat makes us specialAt 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 coverageFlexible spending accounts (FSA)Health savings account (HSA)Supplemental medical plansCompany-paid short- and long-term disability insuranceCompany-paid basic life insurance and AD&DOptional life and AD&D coverageOptional spouse and dependent life insuranceIdentity theft monitoringPet insuranceCompany-paid Employee Assistance Program (EAP)Tuition reimbursement401(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 year11 paid holidays each calendar year (10 fixed, 1 floating)Paid sick leave, per company policyUp to six weeks of paid parental leave (available after successful completion of 90 days of full-time employment)