Operations Coordinator- Service/Repair (Pensacola)

Location: Pensacola, FL

About the role

Perform all administrative duties associated with the service operations department to ensure efficient and cost-effective department functions.

Responsibilities

• Performs Install Base maintenance as needed.
• Creates safety inspection tickets.
• Updates on-call lists and 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 inputs into other systems, orders 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, including 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, including 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, and researching billable calls.
• Sends copy of down payment checks to regional Accounts Receivable.
• Submits checks sent to branch for service to lockbox.
• 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).
• 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 forwards 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).

Requirements

• 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.

Benefits

• Medical, dental, and vision coverage (provided eligibility requirements under the applicable plan documents are met).
• 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: Employees can contribute a portion of their pay on a pre-tax or Roth basis. The company provides a dollar-for-dollar match on the first 5% contributed.
• 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).