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Parts Coordinator- Service

2 months ago

Tampa, United States TK Elevator Full time
The first 3 letters in workplace safety are Y-O-U

TK Elevator is seeking an Operations Coordinator - Service in Tampa, FL.

Responsible for performing all administrative duties associated with the service operations department so that the department functions efficiently and cost effectively.

ESSENTIAL JOB FUNCTIONS:
  • Performs Install Base maintenance as needed. Creates safety inspection tickets.
  • Updates on-call lists, sends detailed notification to TK Communications daily. Checks technicians in/out, sends down car listing and communicates information to Regional Dispatch and supervisors.
  • Provides status to NTL and customers on open work orders and completed callbacks. Updates PM ticket with the monthly work order #.
  • Acts as liaison between the branch operations and regional dispatch; maintains shared calendars for dispatch with field attendance and work scheduling. Reviews open ticket reports and submits to dispatch.
  • Tracks Job Sight audits.
  • Assists mechanics with ITS downloads, PDA troubleshooting and PDA ordering, brochures and tools. Orders new phones and replacements for service department. (N/A if branch has office manager.)
  • Assists managers with safety meetings and maintains documentation. (N/A if branch has office manager)
  • Completes manual payroll entry forms, includes daily DVR processing and cost corrections.
  • Creates parts requisitions and receives parts. Reviews weekly report of un-received invoices.
  • Performs research and review for Service Manager; which may include running Account History reports, weekly pre-invoicing reports, high profile service account reports, WIP, Routing, TK Exact, missed service reports, sick unit reports, researching billable calls.
  • Sends copy of down payment checks to regional AR. Submits checks sent to branch for service to lockbox.
  • Creates safety inspection tickets. Monitors pre-invoicing report to ensure Safety Inspections are not being processed as Preventative Maintenance Tickets/Manual tickets.
  • Assigns tickets to mechanics, as needed.
  • Compiles data/information for legal for First Report of Incidents and/or lawsuits (copies of contracts, tickets, and requested data) (assist office manager and/or contract sales admin to compile the required documentation).
  • Prepares badging applications and tracking; orders uniforms for service (if not ordered by warehouse).
  • Prepares special reports for high profile customers and provide NTL with updates and RFI's.
  • Reviews WIP report (weekly) and submits to regional billers.
  • Reviews invoice on-hold reports and works with Regional Procurement Department to correct.
  • Opens and distributes mail and faxes. (N/A if office has office manager)
  • Codes local AP invoices (i.e., UPS) and forward to Oracle Invoice email. (N/A if branch has office manager)
  • Manages vehicles and submits change forms to LeasePlan. (N/A if branch has office manager or warehouse supervisor)
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
  • Some elevator repair administrative work preferred
  • Oracle database knowledge
  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions