Logistics Coordinator

Primary Responsibilities

• Preparing Paperwork For Accounting
• Collect all receipts from technicians for purchases on job, counter reference to our vendor accounts, ensure Purchase Orders are created and marked up on jobs
• Manage all paperwork needed to order on regular basis (credit card slips, invoices, change orders ... etc.)
• "Issue" files - track and follow up on what payments need to be resolved
• Track invoices that are passed out and balance with the invoices turned in
• Screen mail and send to corporate on AR checks and AP bills
• Keep track of the Permit Check Book Register and assign checks for technicians to pull permits. Make sure PO's for permits are pulled. Follow up to make sure permits are pulled and inspections are complete before the technician is paid
• Daily check payment deposits into the bank, keep logs of deposits, email accounting
• Follow up on payments not received and call clients to collect
• Run daily un-invoiced reports of payments not received and follow up with technicians
• Process refunds
• Process all jobs to completion, collect and turn in time sheets on hourly employees to accounting on Tuesday mornings
• Process commission sheets for all technicians on Wednesday mornings. Match against Service Titan and the completion reports to ensure they are paid on all jobs completed
• Dispatch & Client Care
• Aid Dispatch in Managing technician routes and ensure client commitments are met in a timely basis (i.e. service calls, recalls)
• Keep the board updated by rescheduling, completing, or maintaining calls
• Process credit cards as soon as job cleared
• Upload videos of camera inspections into Service Titan for each job. Upload pictures taken at job site and any paperwork that technicians did not upload
• Check credit card authorization forms signed via email or fax
• Check Van Tracking & match with jobs in computer
• Keep a log of iPads assigned to technicians and channels; assist with any issues
• Occasionally book calls using Service Titan
• Aid technicians with calling dig alerts. Faxing OSHA Client letters and "Thank You" cards for designated location (check with call center first)
• Aid Operations Manager with client complaints
• Type meeting agendas; prepare meetings for ops manager, channel manager and techs
• Organize the office
• Prepare list of estimates and recommendations Channel managers need to call for their channels
• Aid with setting up interviews for Ops Managers
• Submit and keep track of all CSLB applications for HIS Licensing
• Complete all onboarding tasks related to new hires including I-9 document verification and securing 2810.5 Labor Notice signatures from new employees, termination and employee changes
• Handle all vehicle claims, tracking systems installs and wraps
• Contact appropriate technicians to resolve client issues, recalls following established procedures
• Pull online permits when available

Requirements

• Ability to type at least 30 wpm alpha numeric
• Prior work in a customer-based background preferred but not necessary
• Working in a fast-paced, ever-changing office environment
• Travel to corporate headquarters for training occasionally by car and/or airplane
• Must work in assigned shop 100% in person (no remote work)
• Must be able to sit for long periods (up to 8 hours per day or up to 95% of day)
• Must be able to work on a computer 8 hours per day (includes looking at a monitor, and typing using a keyboard and a mouse)