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Operations Coordinator- Service/Repair

4 months ago

Pelham, United States TK Elevator Full time

The first 3 letters in workplace safety are Y-O-U

TK Elevator is currently seeking an experienced Operations Coordinator - Service/Repair in Birmingham, AL

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 Dispatch daily. Checks technicians in/out, sends down car listing and communicates information to Dispatch and supervisors.
  • Provides status to National Accounts and customers on open work orders and completed callbacks. Updates evening ticket with the monthly work order number.
  • 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 Operations systems and tool audits.
  • Assists mechanics with information technology downloads, on mobile devices and info into other Systems, ordering brochures and tools. Orders new phones and replacements for the 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, Work in Process, Routing, TK Exact, missed service reports, sick unit reports, researching billable calls.
  • Sends copy of down payment checks to regional Accounts Receivable. 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 provides National Accounts with updates and Requests for Information.
  • Reviews Work in Progress report (weekly) and submits to regional billers.
  • Reviews invoice on-hold reports and works with the Regional Procurement Department to correct.
  • Opens and distributes mail and faxes. (N/A if office has office manager)
  • Codes local Accounts Payable invoices 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