Operations Coordinator- New Installation/Modernization (Charlotte)

About the role

TK Elevator is seeking an Operations Coordinator- New Installation/Modernization in Charlotte, NC. 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.

Responsibilities

• Sends turnover approval requests to turnover "mailbox" for all jobs scheduled for final inspection during the month
• Keeps JobSight and inter-department calendars accurate
• Receives final acceptance forms from the field, inputs information date into JobSight; notifies appropriate personnel; forwards copy to Regional Billing; 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 for terms and conditions pertaining to certified payroll, New Installation Maintenance warranty and other pertinent terms
• Prepares certified payroll packages and sends to Regional Certified Payroll Administrator
• Prepares project file, truck folder, mechanic folder and Letter One Package using booking packages from sales
• Reviews distributor report for ship dates and updates JobSight; determines appropriate permits needed, prepares permits, and prepares intent to install forms
• Prepares and logs change orders into JobSight; follows up on outstanding change orders, books change orders, and provides time tickets/documentation to customers as needed
• Prepares documentation and attends weekly operations meetings and monthly order management calls; assigns tasks during/after meetings; may attend kick-off meetings for projects requiring onsite visits
• Schedules final inspections with all necessary parties
• Completes all project closeout documentation and sends to required recipients
• Fields calls from customers regarding job status and answers inquiries
• Participates in 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
• Assists in payroll preparation in JobSight for Superintendent approval; provides documentation for payroll processing (approved receipts, approved override rate forms); files original expense receipts
• Receives and reviews union vacation request forms for conflicts and available time; tracks time-off requests using Vacation Tracker, forwards reports to designated parties
• Submits warranty claims and accurately tracks to ensure timely processing
• Creates parts requisitions based on accurate documentation from field and/or operations management (safety, uniforms, supplies)
• Reviews invoice on-hold reports and works with Office Manager, Region and Corporate to resolve holds
• Maintains and analyzes various daily, weekly and monthly reports; resolves open commitments, expected receipts, and jobs eligible to close reports
• Receives and distributes faxes and correspondence pertaining to operations
• Performs monthly reconciliation of P-Card in company systems
• Performs other duties as assigned

Qualifications

• Six months related experience and/or training in basic business administration; or equivalent combination of education and experience
• High school diploma or GED
• Ability to utilize laptop, desktop computer, or tablet, cell phone if needed

Preferred Skills

• Previous elevator repair administrative work
• System database knowledge
• Budget-conscious

Benefits

• Medical, dental, and vision coverage
• Flexible spending accounts (FSA)
• Health savings account (HSA)
• Supplemental medical plans
• Company-paid short- and long-term disability insurance
• Company-paid basic life insurance and AD&D
• Optional life and AD&D coverage
• Optional spouse and dependent life insurance
• Identity theft monitoring
• Pet insurance
• Company-paid Employee Assistance Program (EAP)
• Tuition reimbursement
• 401(k) Retirement Savings Plan with company match: dollar-for-dollar match on first 5% contributed

Paid Time Off

• 15 days of vacation per year
• 11 paid holidays each calendar year (10 fixed, 1 floating)
• Paid sick leave, per company policy
• Up to six weeks of paid parental leave (available after successful completion of 90 days of full-time employment)

This response is AI-generated, for reference only.