Operations Coordinator

Pivot • Fremont, CA

5d • Onsite

About The Position

PIVOT INTERIORS Our organization includes a strategic team of big thinkers and creatives who truly work interdependently. Whether planning our Customer Experience program, developing multi-pronged marketing strategies, or designing projects for our innovative clients, we are constantly finding ways to underscore our promise to partner with our clients to make inspiring spaces that unlock their people’s greatest potential. The pace is fast, the learning is constant…but as part of a team this driven, the possibilities are endless. Your Role at Pivot As Operations Coordinator 1, you will be responsible for all Service Operations work-order transfers into the Company’s scheduling software and for soft scheduling orders and projects. You will ensure orders are ready to dispatch and report blockers and work with team to ensure success of dispatch. The work you do is highly nuanced and requires a strong attention to detail with ability to effectively coordinate and communicate between a multitude of internal parties. In Addition, You Will Transfer work orders in order of importance, “soft” schedule the work, notify relevant stakeholders via business systems, and enter all corresponding work order details and documents within 8 hours of receipt. Review all project particulars including labor PO, hours, etc. prior to scheduling ensuring the project will be executed correctly. Follow up with internal departments for missing project details as needed. Collaborate as necessary with key stakeholders to ensure the project succeeds. Print all required paperwork for installation staff including work orders, prints, and field paperwork. Create product pull lists for the warehouse staff and Receiving Coordinator. Perform other duties or special projects assigned.

Requirements

• A high school diploma or GED and up to 1-2 years of related experience; or equivalent combination of education and experience
• Knowledge of commonly used concepts, practices, and procedures within field
• Rely on instructions and pre-established guidelines to perform the functions of the job
• Operations database experience
• Previous working experience with Microsoft Word, Excel and experience creating and saving PDFs
• High attention to detail along with strong organization skills
• An established understanding of the sequencing of operations required to execute projects
• Ability to efficiently multi-task, continuous follow through methodology, keen ability to research and learn new things, excellent written and verbal communication skills
• Ability to read, speak and write in English
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations
• Ability to write reports and business correspondence
• Ability to effectively present information and respond to questions from groups of managers, clients, other employees of the organization, and the public
• Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, area, and circumference
• Ability to reconcile project costs comparing original budget versus actual
• Ability to apply concepts of basic algebra and geometry
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists
• Ability to interpret an extensive variety of instructions furnished in written, oral, diagram, or schedule form, and deal with several abstract and concrete variables

Responsibilities

• Transfer work orders in order of importance
• “soft” schedule the work
• Notify relevant stakeholders via business systems
• Enter all corresponding work order details and documents within 8 hours of receipt
• Review all project particulars including labor PO, hours, etc. prior to scheduling ensuring the project will be executed correctly
• Follow up with internal departments for missing project details as needed
• Collaborate as necessary with key stakeholders to ensure the project succeeds
• Print all required paperwork for installation staff including work orders, prints, and field paperwork
• Create product pull lists for the warehouse staff and Receiving Coordinator
• Perform other duties or special projects assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED