Operations Coordinator - Chicago, United States - RailWorks

Description

Job ID: 17952

Benefits Offering
RailWorks is committed to helping our employees live better lives.

We offer comprehensive benefits packages to eligible employees, including competitive pay, medical, dental and vision coverage, 401(k) with company match, and additional performance incentives.

Pay Range:
$ $60000 / year
Position Summary

The Operations Coordinator will work closely with management, field and finance teams to ensure that all materials/services/equipment needed for projects and inventory are recorded and acquired according to company guidelines and are delivered on schedule.

Primary/Essential Responsibilities and Duties

• Work with operations and management with maintaining all administrative office duties.
• Ordering office supplies for multiple offices.
• Assist with shipping items for various departments to multiple locations.
• Have notary abilities/or able to obtain.
• Work with AP to ensure invoices are processed correctly, identify discrepancies between invoices/POs.
• Creating and maintaining purchase orders.
• Auditing and working with project management to close out when necessary.
• Enter time into AL Mobile for various employees.
• Communicate with management on coding time correctly.
• Assist payroll with review union payroll hours and confirming rules and field employees attendance.
• Updating employee personnel information, directing employees to the correct department/person for issues.
• Documenting employee time off requests for field employees.
• Processing inventory transfers.
• Confirming costs within JDE for projects.
• Run various JDE reports.
• Answering customer inquiries and directing to the correct contact to have service provided.
• Working with safety to confirm that correct protocols/training guidelines are met for field employees.
• Submitting HR required documentation
• Working with HR/Payroll/AP/AR
• Assisting project teams with gathering documentation required for billing.
• Working with AR to confirm they have necessary documentation for invoicing.
• Assisting equipment team with maintaining documentation and daily inspections
• Ensure all daily documentation is being sent in by field employees, and filing appropriately.
• Following up with field employees for documentation when it isn't turned in.
• Ensuring all equipment documentation is received and forwarded to equipment manager.
• Forwarding documentation to the correct department – AP/AR/HR
• Book travel/hotel for employees as needed and directed by management while looking at cost effectiveness.
• Assist in scheduling employees for work in the field/training.
• Setting up iphone/ipads/computers various electronic devices for employees.
• Ordering electronics/accesses for employees through Sharepoint.

Required Skills and Qualifications

• Multitask
• Being able to meet deadlines, and prioritizing tasks
• Take direction from multiple resources
• Strong Communication skills
• Flexible on what day to day tasks can be.
• Proficient in JDE, AL Mobile, Sharepoint, Procore, Microsoft Office is a plus.

Physical Requirements and Working Conditions

• Works in an office and shop/yard environment.
• Frequently sits for long periods of time.
• Will occasionally require use of hands to evaluate tactile properties of procured materials.
• Frequently speaks, reads, writes, and uses a computer keyboard.
• May require occasional standing, walking, lifting, stooping, or bending.
• Available to deal with after-hours emergencies and call outs
• Travel required approximately 5 percent of the time
• May be required to conduct training at customers or other 3rd party training facility

This job description is not intended to represent a complete, comprehensive list of all duties and responsibilities that may be required in this position.

There may be unplanned activities and other duties as assigned.

RailWorks is North America's leading track and transit system experts for over 100 years and with 45 offices across the U.S.

and Canada.

We take on challenging projects every day and our success rely on a collaborative and open-minded work environment that encourages teamwork, positivity, and ingenuity.

We are committed to creating a culture of trust, respect, and acceptance. RailWorks also offers opportunities to grow your career, develop your skills and pursue success.
#LI-TE1
RailWorks is an Equal Opportunity Employer.

All qualified applicants will receive consideration for employment with RailWorks without regard to an individual's sex, race, religion, creed, color, national origin, sexual orientation, gender identity, marital status, age, disability, veteran status or other legally protected characteristics.