Operations Support Associate
About the role
Pavion Connects and Protects by providing innovative fire, security, and communication integration solutions to customers across the globe. We bring industry-leading expertise to clients in enterprise, healthcare, education, government, data center, and retail industries. Global Reach. Local Service. As a global leader, Pavion specializes in the design, installation, service, and maintenance of cutting-edge fire alarm systems, critical communications, video surveillance, access control, and advanced AV technologies. Our mission is to bring clarity and transformation to safety, security, and communication through integral technology and radical service. With a commitment to safety, reliability, and operational excellence, Pavion ensures scalable, future-ready solutions tailored to meet and exceed our clients’ needs. Learn more at www.pavion.com Pavion and our family of companies are seeking a talented and motivated Operations Support Associate to join our security business unit.
Responsibilities
- Answer phone calls & redirect as necessary
- Receive & file all vendor invoices, process in Sedona once approved/received
- Research tracking of items if packing slips aren’t received in order to process vendor invoices
- Receive & file all subcontractor invoices, process in Sedona once approved
- Close inspection tickets performed by subcontractors
- Process return to vendors as needed
- Process return & re-receives, & submit to Corporate for no-match procedure
- Research past due payment requests from subcontractors & vendors
- Take phone payments from customers & forward to Corporate
- Provide Home Depot phone sales with card payments
- Track subcontractors’ Certificates of Insurance, request updated as needed, file in Sedona
- Scan Emergency Notification Sheet & attach in Sedona
- Print UPS mailing labels as needed
- Assist with vehicle registrations tracking & renewals
- Assist with Event Reports through MasterMind for customer
- Assign new jobs in Sedona to Project Manager
- Print new job contracts/proposals to execute, then scan to Sedona, then file
- Fix site name of any new jobs in Sedona
- Print permit applications for Jim’s signature, then notarize & return to requestor
- Request Notice to Owner for any new jobs over $5k
- File Notice to Owner notices once received
- Research lien releases/waivers & sending to Jay for approval, print for Jim’s signature then notarize and return, then file
- Assist with placement of liens on unpaid jobs
- Provide customers with proof of monitoring/inspection letters upon request
- Handle petty cash for paying bills & reimbursements, input into appropriate spreadsheet, send month-end reconciliation to Corporate
- Handle paying of office bills (power & utilities & UPS) on credit card monthly
- Handle credit card reconciliation of expenses through Concur
- Download all Home Depot invoices & complete POs to match, get approvals from PM to close/process
- Handle reconciliation of Home Depot account & submit to Corporate
- Handle all payment of radio accounts & submit to Corporate
- Handle submitting necessary paperwork to new subcontractors, submitting it to Corporate once completed, notifying