Operations Coordinator

Simple Staffing • Madison, WI

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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 to help them function efficiently and cost-effectively. The position handles project documentation and records, scheduling and inspections, payroll and warranty administration, customer inquiries, reporting, accounts receivable follow-up, and coordination with field staff and regional 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.
• Systems database knowledge.
• 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.
• System database knowledge.

Responsibilities

• Send turnover approval requests for jobs scheduled for final inspection and maintain JobSight and inter-department calendars.
• Process final acceptance forms, update JobSight and related reports, notify appropriate personnel, and forward forms to Regional Billing.
• Update JobSight with New Installation Maintenance audit information and send reports to the designated email address.
• Track jobs with New Installation Maintenance or interim maintenance and coordinate with the Sales Contract Administrator on service-account holds or adjustments.
• Review sales booking packages for relevant terms and conditions, 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 and update JobSight; determine 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 customers with time tickets or documentation as needed.
• Prepare documentation for and attend weekly operations meetings and monthly order management calls, including assigning follow-up tasks.
• Attend project kick-off meetings when onsite visits are required.
• Schedule final inspections with all necessary parties and complete and distribute project closeout documentation.
• Respond to customer calls about job status and 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 payroll preparation in JobSight for Superintendent approval, provide required supporting documentation, and file original expense receipts.
• Review union vacation request forms for conflicts and available time, track time-off requests in Vacation Tracker, and forward reports to designated parties.
• Submit and track warranty claims to support timely processing.
• Create parts requisitions using detailed documentation from the field or operations management, including requisitions for safety items, uniforms, and supplies.
• Review invoice on-hold reports and work with the Office Manager, Region, and Corporate 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 P-Cards 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.
• Optional life and AD&D coverage, including spouse and dependent coverage.
• Identity theft monitoring.
• Pet insurance.
• Company-paid Employee Assistance Program (EAP).
• Tuition reimbursement.
• 401(k) Retirement Savings Plan with company match; the company matches contributions dollar-for-dollar on the first 5% contributed.
• 15 days of vacation per year.
• 11 paid holidays per calendar year (10 fixed and one 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