Operations Coordinator- Service/Repair (Tallahassee)

thyssenkrupp - Tallahassee, FL

Full-time

Tallahassee, FL

Machinery Manufacturing

About the position

TK Elevator is currently seeking an experienced Operations Coordinator - Service/Repair in Tallahassee, FL. This role is crucial for performing all administrative duties associated with the service operations department, ensuring that the department functions efficiently and cost-effectively. The Operations Coordinator will be responsible for a variety of tasks that support the service operations, including maintaining the Install Base, creating safety inspection tickets, and updating on-call lists. Daily communication with Dispatch is essential, as the coordinator will send detailed notifications and check technicians in and out, providing necessary information to Dispatch and supervisors. In addition to these responsibilities, the Operations Coordinator will provide status updates to National Accounts and customers regarding open work orders and completed callbacks. The role also involves updating evening tickets with monthly work order numbers and acting as a liaison between branch operations and regional dispatch. This includes maintaining shared calendars for dispatch, tracking Operations systems, and conducting tool audits. The coordinator will assist mechanics with information technology downloads and ordering necessary tools and brochures. The position requires the coordinator to manage various administrative tasks, such as completing manual payroll entry forms, creating parts requisitions, and reviewing reports related to un-received invoices. The Operations Coordinator will also perform research for the Service Manager, compile data for legal documentation, and prepare special reports for high-profile customers. Overall, this role is integral to the smooth operation of the service department, requiring strong organizational skills and attention to detail.

Responsibilities

• Perform Install Base maintenance as needed.
• Create safety inspection tickets.
• Update on-call lists and send detailed notifications to Dispatch daily.
• Check technicians in/out and communicate information to Dispatch and supervisors.
• Provide status updates to National Accounts and customers on open work orders and completed callbacks.
• Update evening 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 to dispatch.
• Track Operations systems and tool audits.
• Assist mechanics with information technology downloads and 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 Account History reports and weekly pre-invoicing reports.
• Send copies of down payment checks to regional Accounts Receivable.
• Submit checks sent to branch for service to lockbox.
• Monitor pre-invoicing report to ensure Safety Inspections are not being 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 National Accounts with updates and Requests for Information.
• Review Work in Progress report weekly and submit to regional billers.
• Review invoice on-hold reports and work with the Regional Procurement Department to correct.
• Open and distribute mail and faxes.
• Code local Accounts Payable 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.