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Operations Coordinator- Repair
2 months ago
Responsible for performing all administrative duties associated with the service operations department so that the department functions efficiently and cost effectively.
ESSENTIAL JOB FUNCTIONS:
- Review Dispatch callback report to identify all callbacks held for morning service
- Verify manpower has been assigned
- Review unassigned tickets with service superintendent or service manager
- Review and update branch flowchart, Shared Calendar, On Call Manager and On Car List. Sends detailed notification to Dispatch daily by 2:00PM
- Obtain updates from superintendent to update the Down Car List. Communicate down car information to dispatching.
- Review work in progress report weekly and provide update to regional shared services
- Provides status to National Accounts and customers on open work orders, completed callbacks and repairs. Update evening ticket with the monthly work order #.
- Maintain and track field employee vacations requests and enter into Ops tracking system.
- Act as liaison between the branch operations and regional dispatch.
- Assists mechanics with information technology downloads on mobile devices and into other Systems, ordering, brochures and tools. Order new phones and replacements for service and repair department.
- Assists managers with safety meetings and maintains documentation.
- Assists service manager with a review of weekly pre-invoicing reports. Review special accounts for billing. Obtain purchase orders for jobs that require purchase orders for billing
- Entering time and expense manually for payroll, cost corrections and Friday payroll submission. Track and send receipts to regional office.
- 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, work in process, Routing, TK Exact, missed service reports, sick unit reports, researching billable calls
- Assign assistant tickets to mechanics, as needed.
- Compile data and complete reports for high profile service accounts, as needed.
- Compile 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)
- Review open ticket report and submits to regional dispatchers
- Review invoice on-hold reports and works with Regional Procurement Department to correct.
- Order uniforms for service
- Manage vehicles and submits change forms to LeasePlan (N/A if branch has office manager or warehouse supervisor)
EDUCATION & EXPERINCE:
- 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; or an equivalent combination of education and experience
- Some elevator repair administrative work preferred
- Oracle database knowledge preferred
