Operations Coordinator

Simple Staffing • Madison, WI

3h • $20 - $30 • Onsite

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 duties for the branch’s Modernization and New Installation operations departments to help them function efficiently and cost-effectively. The position handles project documentation and tracking, customer inquiries, payroll and accounts-receivable support, scheduling, reporting, warranty claims, requisitions, and related operational administration. Salary is $20.00–$30.00 per hour.

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 keep JobSight and interdepartmental calendars accurate.
• Receive final acceptance forms, enter dates in JobSight, notify appropriate personnel, forward copies to Regional Billing, and update reports.
• Update JobSight with New Installation Maintenance audit information and send reports to the designated audit email.
• Track jobs involving New Installation Maintenance or interim maintenance and coordinate with the Sales Contract Administrator on service-account holds or adjustments.
• Review sales booking packages for terms and conditions, including certified payroll and New Installation Maintenance warranty terms.
• Prepare certified payroll packages and send them to the Regional Certified Payroll Administrator.
• Prepare project files, truck and mechanic folders, and Letter One Packages from sales booking packages.
• Review distributor reports for ship dates, update JobSight, determine permit needs, 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 and attend weekly operations meetings and monthly order management calls; assign tasks during or after meetings and attend project kick-off meetings when requested for projects requiring onsite visits.
• Schedule final inspections with all necessary parties.
• Complete project closeout documentation and distribute it to required recipients.
• Respond to customer calls about job status and answer inquiries.
• Participate in monthly accounts-receivable conference calls with Regional Collections; pursue and follow up on receivables, and track and send deposit checks to Regional Collections.
• Assist with payroll preparation in JobSight for Superintendent approval, provide 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 support timely processing.
• Create parts requisitions from detailed field or operations-management documentation, including requests for safety items, uniforms, and supplies.
• Review invoice hold reports and work with the Office Manager, Region, and Corporate to resolve holds as needed.
• Maintain and analyze daily, weekly, and monthly reports, including reports on open commitments, expected receipts, and jobs eligible to close.
• Receive and distribute faxes and operations-related correspondence.
• Reconcile the P-Card monthly in company systems.
• Perform other duties as assigned.

Benefits

• Medical, dental, and vision coverage, subject to applicable plan eligibility requirements.
• Flexible spending account (FSA).
• Health savings account (HSA).
• 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.
• Optional spouse and dependent life insurance.
• Identity theft monitoring.
• Pet insurance.
• Company-paid Employee Assistance Program (EAP).
• Tuition reimbursement.
• 401(k) Retirement Savings Plan with company match, including a dollar-for-dollar match on the first 5% contributed.
• 15 vacation days per year.
• 11 paid holidays per calendar year (10 fixed and 1 floating).
• Paid sick leave, per 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