Operations Coordinator Team Member

6 days ago


Fort Collins, Colorado, United States Tolin Mechanical Systems Company Full time

Job Title: Operations Coordinator Team Member

About Tolin Mechanical Systems Company

Tolin Mechanical Systems Company is a leading provider of HVAC services, with a strong presence in the Fort Collins area. We are committed to delivering exceptional customer service and exceeding our clients' expectations.

Salary Range:

We offer a competitive salary range of $25-$30 per hour, plus overtime, based on combined experience, education, skills, and knowledge.

Job Description:

As an Operations Coordinator Team Member, you will play a critical role in supporting our service and project operations teams. Your primary duties will include providing administrative support, coordinating logistics, and ensuring timely communication with customers, vendors, and team members.

Key Responsibilities:

  • Quick Quotes: Assist managers with creating and following up on Quick Quotes, obtaining parts, materials, or equipment, and cost and availability information as necessary.
  • Service Quotes & Projects: Procure parts, materials, equipment, or subcontract costs and availability, issue Purchase Orders, track Purchase Orders to ensure timely communication with management, field, and logistics personnel regarding shipping, ETAs, receipt, and delivery.
  • Billing Panel: Monitor and expedite assigned Billing Panel needs/questions by interfacing with Customer Service Representatives (CSRs), Accounts Receivable (AR), and Accounts Payable (AP) personnel, and working to complete and close work orders and address all purchase order, truck stock, unbilled material, committed costs, and labor questions.
  • Open Preventive Maintenances (PMs): Assist CSRs, managers, and technicians with open PM work orders to prioritize and expedite scheduling, track open PMs on a weekly basis to ensure timely completion within less than 60 days, assist technicians with large PM material orders, and track as necessary.
  • Open Work Orders (WOs): Assist CSRs, managers, and technicians with open Time & Material (T&M) and Quoted Work Orders (QWOs) to expedite scheduling, track open work orders on a weekly basis to ensure timely completion as necessary.
  • Service Team Coverage: Assist CSRs, managers, engineers, and technicians to ensure proper coverage as necessary, assist with maintaining the service technician Paid Time Off (PTO) calendars.
  • Customer Account Notes: Assist with updating location or agreement CSR notes, customer contact information, email addresses, phone numbers, and primary/secondary technician assignments as necessary.
  • Project Management: Assist Project Manager with scheduling, asset management, equipment/material procurement, project permitting, status reports, submittal procurement/management, RFI tracking, conducting inspections & Job Safety Audits, project closeout (Installation and Operation Manuals (IOMs), project closeout docs, permit closeout), subcontractor administration & auditing.

Objective/Goals:

  • Foster and cultivate internal company relations
  • Develop and cultivate external relations with customers and vendors
  • Promote customer experience and satisfaction
  • Obtain competency in all field disciplines and activities
  • Provide administrative, accounting, and sales support
  • Materials and equipment procurement
  • Subcontract administration
  • Work order scheduling

Requirements:

  • Demonstrated ability to develop rapport and productive working relationships with clients, vendors, and co-workers
  • Values and delivers exceptional customer service
  • Strong organization skills
  • Strong communication skills and coordination skills

Benefits:

  • Average Starting Salary: $25.00-30.00+ per hour, plus overtime
  • Medical, Dental, and Vision Plan
  • Life Insurance
  • Long Term Disability
  • Flexible Spending Accounts
  • 401K Plan
  • Profit Sharing based on company performance
  • Tuition Reimbursement
  • Company Cell Phone
  • Gas Card
  • Paid Holidays
  • PTO Program
  • Professional Training and Development
  • Opportunity for Advancement


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