Operations Coordinator- Service (Minneapolis)

Overview

Coordinates admin duties for elevator service operations, ensuring efficiency and compliance.

Key Responsibilities

• install base
• safety inspection
• tool audits
• parts requisition
• dispatch coordination
• report generation

Tasks

-Completes manual payroll entry forms, includes daily DVR processing and cost corrections. -Manages vehicles and submits change forms to LeasePlan. (N/A if branch has office manager or warehouse supervisor) -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. -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. -Performs Install Base maintenance as needed. Creates safety inspection tickets. -Assists managers with safety meetings and maintains documentation. (N/A if branch has office manager) -Prepares special reports for high profile customers and provides National Accounts with updates and Requests for Information. -Opens and distributes mail and faxes. (N/A if office has office manager) -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.) -Codes local Accounts Payable invoices and forward to Oracle Invoice email. (N/A if branch has office manager) -Tracks Operations systems and tool audits. -Creates safety inspection tickets. Monitors pre-invoicing report to ensure Safety Inspections are not being processed as Preventative Maintenance Tickets/Manual tickets. -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). -Reviews invoice on-hold reports and works with the Regional Procurement Department to correct. -Reviews Work in Progress report (weekly) and submits to regional billers. -Provides status to National Accounts and customers on open work orders and completed callbacks. Updates evening ticket with the monthly work order number. -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 -Assigns tickets to mechanics, as needed. -Creates parts requisitions and receives parts. Reviews weekly report of un-received invoices.

Requirements

• high school
• certificate
• admin experience
• elevator
• oracle

What You Bring

-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 -2+ years administrative experience, elevator or adjacent industry preferred -Oracle database knowledge

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About Tk Elevator

-Founded with a passion for transforming vertical transportation, the company has grown into a global leader in the elevator and escalator industry. -Providing cutting-edge mobility solutions, they offer a wide range of elevators, escalators, and moving walks designed for both modern and historical buildings. -With a strong presence in more than 100 countries, their reach is global, yet their approach remains focused on local expertise and customer satisfaction. -Typical projects include high-rise residential buildings, commercial skyscrapers, and busy transportation hubs like airports and train stations. -The company is renowned for its innovative designs, sustainability initiatives, and advanced safety features, setting new industry standards. -A standout project involved retrofitting historic buildings with state-of-the-art elevator systems that blend seamlessly with classical architecture. -The company continuously invests in digitalization and smart technologies, delivering next-generation solutions for efficient, reliable mobility.

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