Operations Coordinator- Service (Marietta)

thyssenkrupp - Marietta, GA

Full-time

Marietta, GA

Machinery Manufacturing

About the position

TK Elevator is seeking an Operations Coordinator - Service in Marietta, GA, responsible for performing all administrative duties associated with the service operations department to ensure that the department functions efficiently and cost-effectively. The Operations Coordinator will play a crucial role in maintaining the operational flow of the service department by handling various administrative tasks that support the technicians and management team. This position requires a detail-oriented individual who can manage multiple responsibilities while ensuring compliance with safety standards and operational protocols. The essential job functions include performing Install Base maintenance as needed, creating safety inspection tickets, and updating on-call lists. The Operations Coordinator will send detailed notifications to TK Communications daily and check technicians in and out, sending down car listings and communicating information to Regional Dispatch and supervisors. Additionally, the coordinator will provide status updates to NTL and customers on open work orders and completed callbacks, ensuring that all parties are informed of progress and any issues that may arise. The role also involves acting as a liaison between branch operations and regional dispatch, maintaining shared calendars for dispatch with field attendance and work scheduling. The Operations Coordinator will review open ticket reports and submit them to dispatch, track Job Sight audits, and assist mechanics with ITS downloads, PDA troubleshooting, and ordering brochures and tools. Furthermore, the coordinator will manage the ordering of new phones and replacements for the service department, assist managers with safety meetings, and maintain documentation related to these meetings. In addition to these responsibilities, the Operations Coordinator will complete manual payroll entry forms, including daily DVR processing and cost corrections, create parts requisitions, and receive parts. They will also review weekly reports of un-received invoices and perform research and review for the Service Manager, which may include running various reports related to account history, pre-invoicing, and service accounts. The coordinator will send copies of down payment checks to regional AR, submit checks sent to the branch for service to the lockbox, and monitor pre-invoicing reports to ensure that safety inspections are not being processed incorrectly. The role requires compiling data for legal purposes, preparing badging applications, tracking uniforms for service, and preparing special reports for high-profile customers.

Responsibilities

• Perform Install Base maintenance as needed.
• Create safety inspection tickets.
• Update on-call lists and send detailed notifications to TK Communications daily.
• Check technicians in/out and send down car listings to Regional Dispatch and supervisors.
• Provide status updates to NTL and customers on open work orders and completed callbacks.
• Update PM ticket with the monthly work order number.
• Act as liaison between branch operations and regional dispatch; maintain shared calendars for dispatch with field attendance and work scheduling.
• Review open ticket reports and submit them to dispatch.
• Track Job Sight audits.
• Assist mechanics with ITS downloads, PDA troubleshooting, and PDA ordering, brochures, and tools.
• Order new phones and replacements for the service department.
• Assist managers with safety meetings and maintain documentation.
• Complete manual payroll entry forms, including daily DVR processing and cost corrections.
• Create parts requisitions and receive parts.
• Review weekly report of un-received invoices.
• Perform research and review for Service Manager, including running various reports.
• Send copies of down payment checks to regional AR.
• Submit checks sent to branch for service to lockbox.
• Monitor pre-invoicing report to ensure safety inspections are not processed as Preventative Maintenance Tickets/Manual tickets.
• Assign tickets to mechanics as needed.
• Compile data/information for legal for First Report of Incidents and/or lawsuits.
• Prepare badging applications and tracking; order uniforms for service.
• Prepare special reports for high-profile customers and provide NTL with updates and RFIs.
• Review WIP report weekly and submit to regional billers.
• Review invoice on-hold reports and work with Regional Procurement Department to correct.
• Open and distribute mail and faxes.
• Code local AP invoices and forward to Oracle Invoice email.
• Manage vehicles and submit change forms to LeasePlan.

Requirements

• High school diploma or GED; 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.

Nice-to-haves

• Experience in administrative roles within service operations.
• Familiarity with safety inspection processes and documentation.