Operations Coordinator- Service/Repair - Broken Arrow, United States - TK Elevator

    TK Elevator
    TK Elevator Broken Arrow, United States

    1 month ago

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    Description
    The first 3 letters in workplace safety are Y-O-U

    TK Elevator is currently seeking an experienced Operations Coordinator - Service/Repair in Tulsa, OK.

    Responsible for performing all administrative duties associated with the service operations department so that the department functions efficiently and cost effectively.

    ESSENTIAL JOB FUNCTIONS:
    • Performs Install Base maintenance as needed. Creates safety inspection tickets.
    • Updates on-call lists, sends detailed notification to Dispatch daily. Checks technicians in/out, sends down car listing and communicates information to Dispatch and supervisors.
    • Provides status to National Accounts and customers on open work orders and completed callbacks. Updates evening ticket with the monthly work order number.
    • Acts as liaison between the branch operations and regional dispatch; maintains shared calendars for dispatch with field attendance and work scheduling. Reviews open ticket reports and submits to dispatch.
    • Tracks Operations systems and tool audits.
    • Assists mechanics with information technology downloads, on mobile devices and info into other Systems, ordering brochures and tools. Orders new phones and replacements for the service department. (N/A if branch has office manager.)
    • Assists managers with safety meetings and maintains documentation. (N/A if branch has office manager)
    • Completes manual payroll entry forms, includes daily DVR processing and cost corrections.
    • Creates parts requisitions and receives parts. Reviews weekly report of un-received invoices.
    • Performs research and review for Service Manager which may include running Account History reports, weekly pre-invoicing reports, high profile service account reports, Work in Process, Routing, TK Exact, missed service reports, sick unit reports, researching billable calls.
    • Sends copy of down payment checks to regional Accounts Receivable. Submits checks sent to branch for service to lockbox
    • Creates safety inspection tickets. Monitors pre-invoicing report to ensure Safety Inspections are not being processed as Preventative Maintenance Tickets/Manual tickets.
    • Assigns tickets to mechanics, as needed.
    • Compiles data/information for legal for First Report of Incidents and/or lawsuits (copies of contracts, tickets, and requested data) (assist office manager and/or contract sales admin to compile the required documentation).
    • Prepares badging applications and tracking; orders uniforms for service (if not ordered by warehouse).
    • Prepares special reports for high profile customers and provides National Accounts with updates and Requests for Information.
    • Reviews Work in Progress report (weekly) and submits to regional billers.
    • Reviews invoice on-hold reports and works with the Regional Procurement Department to correct.
    • Opens and distributes mail and faxes. (N/A if office has office manager)
    • Codes local Accounts Payable invoices and forward to Oracle Invoice email. (N/A if branch has office manager)
    • Manages vehicles and submits change forms to LeasePlan. (N/A if branch has office manager or warehouse supervisor)
    EDUCATION & EXPERIENCE:
    • 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
    • Some elevator repair administrative work preferred
    • Oracle database knowledge