Operations Coordinator- New Installation (Boston)
Date: Aug 26, 2026
Location: Westwood, MA, US, 02090
Company: C0001089563P
TK Elevator is currently seeking an experienced Operations Coordinator- New Installation in Boston, MA.
Responsible for coordinating all administrative duties associated with the branch New Installation operations department so that the department functions efficiently and cost effectively.
ESSENTIAL JOB FUNCTIONS:
- Receives completed booking packages from sales; reviews booking package for terms and conditions pertaining to certified payroll, NIM warranty and any other pertinent terms.
- Electronically files Booking package into JobSight, updates key members and customer contact information.
- In JobSight, create and send Letter One package to customer and task Manager/Superintendent to follow up.
- Works with manager to determine appropriate permits needed, preparing the permits and preparing the intent to install forms to obtain the permit.
- Sends turnover approval requests to turnover “mailbox” for all jobs that are scheduled for final inspection during the month. Keeps JobSight and inter-department calendars accurate.
- Receives final acceptance forms from the field, inputs the information date into JobSight; notifies appropriate personnel; forwards a copy of the final acceptance form to Regional Billing; and updates related reports.
- Receives New Installation Maintenance audit reports; updates JobSight and sends to New Installation Maintenance Audit email.
- Prepares certified payroll package and sends to Regional Certified Payroll Administrator.
- Updates JobSight project file with notes and photos from Manager/Superintendent site visits.
- Prepares and logs change orders into JobSight. Includes following up on outstanding change orders, booking change orders, and providing time tickets/documentation to the customer as needed.
- Prepares documentation and attends the weekly operation meetings and monthly order management calls. Includes assigning tasks during/after the meeting. If a project requires onsite visits the Coordinator may be asked to attend the kick-off meeting.
- Schedules final inspections with all necessary parties.
- Completes all project closeout documentation and sends to required recipients.
- Fields calls from customers regarding status of jobs and answers inquiries.
- Participates in the monthly Accounts Receivable conference call with Regional Collections. Actively pursues and follows-up on Accounts Receivable items. Tracks and sends deposit checks to Regional Collections.
- Assists in the preparation of payroll in JobSight for Manager/Superintendent approval. Includes providing documentation required for payroll processing (approved receipts, approved override rate forms); and filing original expense receipts.
- Receives and reviews union vacation request forms for conflicts and available time. Tracks time-off requests utilizing Vacation Tracker in our system, forwards reports to designated parties.
- Submits accurately and tracks warranty claims to ensure timely processing of the warranty.
- Creates parts requisitions based on accurate and detailed documentation from field and/or operations management. This may include safety, uniforms, and supplies.
- Reviews invoice on-hold reports and works with Office Manager, Region and Corporate, as needed, to resolve the holds.
- Maintains and analyses various daily, weekly and monthly reports. Includes resolving open commitments, expected receipts, and jobs eligible to close reports.
- Receives and distributes faxes and correspondence pertaining to construction operations.
- Performs other duties as assigned.
EDUCATION & EXPERIENCE:
- Six months to one year of prior experience in construction
- High school diploma or GED (general education degree); or one-year certificate from college or technical school; or three to six months related experience and/or training in basic business administration; or an equivalent combination of education and experience
- Previous elevator repair administrative work, preferred
- Budget-conscious, preferred
- System database knowledge, preferred
- Medical, dental, and vision coverage
- Flexible spending accounts (FSA)
- Health savings account (HSA)
- Supplemental medical plans
- Company-paid short- and long-term disability insurance
- Company-paid basic life insurance and AD&D
- Optional life and AD&D coverage
- Optional spouse and dependent life insurance
- Identity theft monitoring
- Pet insurance
- Company-paid Employee Assistance Program (EAP)
- Tuition reimbursement
- 401(k) Retirement Savings Plan with company match: Employees can contribute a portion of their pay on a pre-tax or Roth basis. The company provides a dollar-for-dollar match on the first 5% contributed.
Additional benefits include:
- 15 days of vacation per year
- 11 paid holidays each calendar year (10 fixed, 1 floating)
- Paid sick leave, per company policy
- Up to six weeks of paid parental leave (available after successful completion of 90 days of full-time employment)
Eligibility requirements for these benefits will be controlled by applicable plan documents. This is intended to provide a general description of benefits and other compensation and is not a substitute for applicable plan documents or company policies.
TK Elevator is an equal opportunity employer and committed to diversity. Qualified applicants will receive consideration for employment without regard to age, gender, race, color, religion, sexual orientation, gender identity, national origin, disability, and veteran status or any other protected status required by applicable law.
Applicants with disabilities who require reasonable accommodation in connection with the application process are encouraged to email us directly at ElevatorJobs.ams@tkelevator.com or call 1-844-427-5461.
Nearest Major Market: Boston