Administrative Operations Coordinator - Warren, United States - American Fence & Supply Co., Inc.

American Fence & Supply Co., Inc. Warren, United States

1 month ago

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Description

GENERAL DESCRIPTION

Assist operations management team as required with all assigned daily tasks, routine maintenance/organization of files, projects, paperwork, and project related task management. As directed by a project manager or operations manager. Time tracking and maintain temporary fence programs and materials.
Attention to detail, computer, phone etiquette and negotiating skills are necessary for this position, self motivated, multitasking abilities, strict and fast-paced deadlines.

REQUIRED SKILLS:

Critical Thinking
Problem Solving
Multitasking
Advanced Computer Skills
Google Sheet/Excel - Advanced Level
Technically Proficient
Software Adaptability
Coordinator Skills
Works with Sense of Urgency
Self Motivated
Excellent Communications Skills - Written and Verbal

OPERATIONS COORDINATION

Provide administrative assistance to Operations Management Team as necessary
Complete special projects as assigned by the Operations Management Team
Schedule & document all meetings.
Maintain project file and daily report organization.
Save daily job photos in folder
Maintain general departmental organization to ensure smooth flow of information and communication
Answer directed emails, phone calls and texts sent by Operations Manager
Type/email warranty documents, O&M manuals and guarantees
Prepare and disperse daily dispatch to field team and office personnel daily.

MISS DIG / UTILITY LOCATING

Ensure all projects have Miss Dig called prior to starting installation.
Ensure that proper areas at job site are included in instructions for staking when calling Miss Dig
Ensure that Miss Dig information is documented on project file
Assist and document as necessary if an underground utility is hit or damaged
Answer Dig calls and questions from utility locators to help verify staking area
Place Miss Dig ticket requests online and renew as needed

CUSTOMER SERVICE

Communicate with customers as necessary
Maintain Warranty Service Order (WSO) program
Create WSO requests as necessary
Follow proper WSO process
Track WSO's and ensure process is completed
Scheduling calls with a 24 hour notice and a 2 week look ahead
Follow up on job project status
Customer call when project is complete and confirming customer sign off

TIME TRACKING

Daily verification of Daily Field Reports.
Daily prep of next day.
Review time cards, total hours on cards, verify accuracy with time clock in software vs daily field reports.
Provide time cards and appropriate paperwork to Operations Manager for final approval.
Approve timecards in Foundation.
Report operations attendance to HR daily
File Daily Field Reports in corresponding job Foreman folder

FINANCIAL

Type Bill Out Directives
Create weekly reports for project managers for job cost activity.

SCHEDULE

8AM TO 5PM - Monday thru Friday

$18 to $20/hour

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