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Warren

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

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

    3 weeks 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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