Operations Coordinator- New Installation/Modernization (Syracuse)

Tk Elevator CorporationEast 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.
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