Operations Coordinator- New Installation/Modernization (Syracuse)

Tk Elevator Corporation • East Syracuse, NY

92d

About The Position

TK Elevator is currently seeking an experienced Operations Coordinator- New Installation/Modernization in Syracuse, NY. Responsible for coordinating all administrative duties associated with the branch new installation and modernization operations department so that the department functions efficiently and cost effectively.

Responsibilities

• Receives completed booking packages from sales; reviews booking package for terms and conditions pertaining to certified payroll, NIM warranty and any other pertinent terms.
• Electronically files Booking package into JobSight, updates key members and customer contact information.
• In JobSight, create and send Letter One package to customer and task Manager/Superintendent to follow up.
• Works with manager to determine appropriate permits needed, preparing the permits and preparing the intent to install forms to obtain the permit.
• 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/Modernization Maintenance audit reports; updates JobSight and sends to New Installation/Modernization Maintenance Audit email.
• Prepares certified payroll package and sends to Regional Certified Payroll Administrator.
• Updates JobSight project file with notes and photos from Manager/Superintendent site visits.
• 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 operation meetings and monthly order management calls.
• 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 Accounts Receivable conference call with Regional Collections.
• Actively pursues and follows-up on Accounts Receivable items.
• Tracks and sends deposit checks to Regional Collections.
• Assists in the preparation of payroll in JobSight for Manager/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 system, forwards reports to designated parties.
• Submits accurately and tracks warranty claims to ensure timely processing of the warranty.
• Creates parts requisitions based on accurate and detailed documentation from field and/or operations management.
• 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 construction operations.

What This Job Offers

• Industry: Machinery Manufacturing