Operations Coordinator- New Installation

Found in: beBee S US - 2 weeks ago

Miami, United States TK Elevator Full time
The first 3 letters in workplace safety are Y-O-UTK Elevator is currently seeking an experienced Operations Coordinator- New Installation in Miami, FL.

Responsible for coordinating all administrative duties associated with the branch New Installation operations department so that the department functions efficiently and cost effectively.

ESSENTIAL JOB FUNCTIONS:

  • Receives completed booking packages from sales; reviews booking package for terms and conditions pertaining to certified payroll, NIM warranty and any other pertinent terms.
  • Electronically files Booking package into JobSight, updates key members and customer contact information.
  • In JobSight, create and send Letter One package to customer and task Manager/Superintendent to follow up.
  • Works with manager to determine appropriate permits needed, preparing the permits and preparing the intent to install forms to obtain the permit.
  • 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.
  • Prepares certified payroll package and sends to Regional Certified Payroll Administrator.
  • Updates JobSight project file with notes and photos from Manager/Superintendent site visits.
  • 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 operation meetings and monthly order management calls.
  • 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 JobSight for Manager/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 system, forwards reports to designated parties.
  • Submits accurately and tracks warranty claims 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 construction operations.

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