Operations Coordinator- Service/Repair (Tacoma)

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

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)
• 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 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)
• Reviews service contract booking packages. Includes completing customer number request forms, reviewing and completing Installed Base forms and verifying the service contract transmittal forms. Creates branch service file and mechanic file. 
• Ensures that customer change forms are accurate and forwards to regional contract administrators. Completes service contract change requests and attaches all relevant information to existing contract.
• Verifies all information on new EDS sheets and updates contact information in service contracts. Searches databases, customers, Installed Base and service contracts for existing information. 
• Receives and reviews final acceptances from construction and modernization departments. Processes owner and unit changes as necessary.
• Prepares monthly NIM report for Corporate; checks accuracy and forwards to sales group and branch manager; updates NIM tracker.
• Prints special deck invoices and mails to customers. Prints service contract invoices upon request from customers or branch.
• Maintains branch cancellation log. Completes and forwards cancellation package to regional contract administrators.
• Participates in monthly A/R conference calls with Regional Collectors.  Actively pursues and follows-up on A/R items. 
• Assists with processing certificates of insurance for service jobs.
• Sets up customers in Customer Service Portal.
• Maintains PCard for use by branch.
• Opens and distributes incoming mail and faxes.
• Supports sales efforts as needed. 

EDUCATION & EXPERIENCE: 

• High school diploma or GED (general education degree)
• One year certificate from college or technical school preferred
• Three to six months related experience and/or training in basic business administration
• Some elevator repair administrative work preferred
• Oracle database knowledge