Operations Coordinator- New Installation/Modernization (San Diego)

TK Elevator is currently seeking an Operations Coordinator- New Installation/Modernization in San Diego, CA. Responsible for coordinating all administrative duties associated with the branch Modernization and New Installation operations departments so that the departments function efficiently and cost effectively. ESSENTIAL JOB FUNCTIONS: 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. Tracks jobs with New Installation Maintenance and/or interim maintenance and works closely with Sales Contract Administrator to ensure proper holds and/or adjustments are placed on existing service accounts under Modernization. Receives completed booking packages from sales; reviews booking package for terms and conditions pertaining to certified payroll, New Installation Maintenance warranty and any other pertinent terms. Prepares certified payroll packages and sends to the Regional Certified Payroll Administrator. Prepares project file, truck folder, mechanic folder and Letter One Package using the booking packages provided by sales. Reviews distributor report for ship dates and updates JobSight. Includes reviewing the file to determine appropriate permits needed, preparing the permits, and preparing the intent to install forms to obtain the permit. 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 operations meetings and monthly order management calls. Includes assigning tasks during/after the meeting. If a project requires onsite visits the Coordinator may be asked to attend the kick-off meeting. 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 Account Receivable conference call with Regional Collections. Actively pursues and follows-up on Account Receivable items. Tracks and sends deposit checks to Regional Collections. This is an addition to current job description Assists in the preparation of payroll in JobSight for 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 systems, forwards reports to designated parties. Submits warranty claims and accurately tracks 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 operations. Monthly reconciliation of P-Card in our systems Performs other duties as assigned.

High school diploma or GED (general education degree); or one-year certificate from college or technical school Previous elevator repair administrative work Systems database knowledge Ability to utilize a laptop, desktop computer, or tablet, cell phone if needed Six months related experience and/or training in basic business administration; or an equivalent combination of education and experience PREFERRED QUALIFICATIONS: Pervious elevator repair administrative work Budget-conscious System database knowledge