Operations Coordinator

About the Role

TK Elevator is currently seeking an experienced Operations Coordinator- Repair in Ft. Lauderdale, FL. Responsible for performing all administrative duties associated with the service operations department so that the department functions efficiently and cost effectively.

Essential Job Functions

• Review Dispatch callback report to identify all callbacks held for morning service.
• Verify manpower has been assigned.
• Review unassigned tickets with service superintendent or service manager.
• Review and update branch flowchart, Shared Calendar, On Call Manager, and On Car List. Send detailed notification to Dispatch daily by 2:00 PM.
• Obtain updates from superintendent to update the Down Car List. Communicate down car information to dispatching.
• Review work in progress report weekly and provide update to regional shared services.
• Provide status to National Accounts and customers on open work orders, completed callbacks, and repairs. Update evening ticket with the monthly work order #.
• Maintain and track field employee vacation requests and enter into Ops tracking system.
• Act as liaison between the branch operations and regional dispatch.
• Assist mechanics with information technology downloads on mobile devices and into other systems, ordering, brochures, and tools. Order new phones and replacements for service and repair department.
• Assist managers with safety meetings and maintain documentation.
• Assist service manager with a review of weekly pre-invoicing reports. Review special accounts for billing. Obtain purchase orders for jobs that require purchase orders for billing.
• Enter time and expense manually for payroll, cost corrections, and Friday payroll submission. Track and send receipts to the regional office.
• Create parts requisitions and receive parts. Review weekly report of un-received invoices.
• Perform research and review for Service Manager, which may include running Account History reports, work in process, Routing, TK Exact, missed service reports, sick unit reports, and researching billable calls.
• Assign assistant tickets to mechanics, as needed.
• Compile data and complete reports for high-profile service accounts, as needed.
• Compile data/information for legal for First Report of Incidents and/or lawsuits (copies of contracts, tickets, and requested data).
• Review open ticket report and submits to regional dispatchers.
• Review invoice on-hold reports and works with the Regional Procurement Department to correct.
• Order uniforms for service.
• Manage vehicles and submit change forms to LeasePlan.

Requirements & Tech Stack

• Oracle database knowledge, preferred.

Qualifications

• High school diploma or GED (general education degree); or one-year certificate from college or technical school; or three to six months related experience and/or training in basic business administration; or an equivalent combination of education and experience.
• Some elevator repair administrative work, preferred.