Operations Coordinator

Simple Staffing • Madison, WI

2d • $20 - $30

About The Position

Simple Staffing is hiring on behalf of TK Elevator Corporation for an Operations Coordinator supporting New Installation and Modernization in Madison, Wisconsin. The role coordinates administrative work for the branch’s Modernization and New Installation operations departments so they function efficiently and cost-effectively. Duties include tracking project milestones and documentation, preparing and maintaining project files, coordinating inspections and closeouts, supporting payroll and accounts receivable processes, and communicating with customers and internal teams.

Requirements

• High school diploma or GED, or a one-year certificate from a college or technical school.
• Six months of related experience and/or training in basic business administration, or an equivalent combination of education and experience.
• Knowledge of systems databases.
• Ability to use a laptop, desktop computer, or tablet and a cell phone if needed.

Nice To Haves

• Previous elevator repair administrative work.
• Budget-consciousness.
• Systems database knowledge.

Responsibilities

• Send turnover approval requests for jobs scheduled for final inspection and maintain accurate JobSight and inter-department calendars.
• Process final acceptance forms, enter information into JobSight, notify appropriate personnel, send copies to Regional Billing, and update related reports.
• Process New Installation Maintenance audit reports and update JobSight.
• Track jobs with New Installation Maintenance or interim maintenance and coordinate with the Sales Contract Administrator on holds or adjustments to service accounts.
• Review completed sales booking packages for certified payroll, maintenance warranty, and other relevant terms and conditions.
• Prepare certified payroll packages and send them to the Regional Certified Payroll Administrator.
• Prepare project files, truck folders, mechanic folders, and Letter One Packages from sales booking packages.
• Review distributor reports for ship dates and update JobSight; identify required permits, prepare permits, and prepare intent-to-install forms.
• Prepare and log change orders in JobSight, follow up on outstanding change orders, book change orders, and provide time tickets or documentation to customers as needed.
• Prepare documentation for weekly operations meetings and monthly order management calls, assign tasks during or after meetings, and attend project kick-off meetings when requested.
• Schedule final inspections with all necessary parties.
• Complete project closeout documentation and send it to required recipients.
• Respond to customer calls about job status and answer inquiries.
• Participate in monthly accounts receivable calls with Regional Collections, follow up on receivables, and track and send deposit checks to Regional Collections.
• Assist with preparing payroll in JobSight for Superintendent approval, provide required supporting documentation, and file original expense receipts.
• Review union vacation requests for conflicts and available time, track requests in Vacation Tracker, and forward reports to designated parties.
• Submit warranty claims and track them to ensure timely processing.
• Create parts requisitions from detailed field or operations management documentation, including requisitions for safety items, uniforms, and supplies.
• Review invoice on-hold reports and work with the Office Manager, Region, and Corporate teams to resolve holds.
• Maintain and analyze daily, weekly, and monthly reports, including reports on open commitments, expected receipts, and jobs eligible to close.
• Receive and distribute operations-related faxes and correspondence.
• Reconcile the P-Card monthly.
• Perform other duties as assigned.

Benefits

• Medical, dental, and vision coverage.
• Flexible spending accounts and a health savings account.
• Supplemental medical plans.
• Company-paid short- and long-term disability insurance.
• Company-paid basic life insurance and AD&D coverage.
• Optional life and AD&D coverage, including spouse and dependent coverage.
• Identity theft monitoring.
• Pet insurance.
• Company-paid Employee Assistance Program.
• Tuition reimbursement.
• 401(k) retirement savings plan with company match.
• 15 days of vacation per year.
• 11 paid holidays per calendar year.
• Paid sick leave according to company policy.
• Up to six weeks of paid parental leave after successful completion of 90 days of full-time employment.

What This Job Offers

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