Operations Coordinator

Pivot Interiors; Fremont (CA); On-site; USD 27,552,000 - 41,328,000; Part time

Job summary

Pivot Interiors is seeking an Operations Coordinator to manage service operations work-orders, transfer them into our scheduling system and ensure timely dispatch. You will coordinate with multiple teams, verify project details, and maintain documentation for installation staff.

The ideal candidate has a high school diploma or GED, 1–2 years of related experience, and proficiency with Word/Excel plus PDF creation. This on-site may require light lifting and strong organizational skills.

Qualifications

• High school diploma or GED required.
• Experience with operations databases and Microsoft Word/Excel.
• Strong attention to detail and organizational skills.
• Ability to multi-task and communicate effectively.

Responsibilities

• Transfer work orders into scheduling software and soft-schedule orders within 8 hours.
• Review project particulars before scheduling and follow up for missing details.
• Collaborate with stakeholders to ensure project success.
• Print paperwork for installation staff and create product pull lists for warehouse.
• Perform other duties or special projects as assigned.

Education

High school diploma or GED

Tools

MS Word

MS Excel

PDF creation tools

Operations scheduling software

Job description

Position Title: Operations Coordinator

Location: Fremont, CA 94538, USA

Job Category: Service Operations Admin

Requisition Number: OPERA001211

Position Type: Part-Time

Job Location Type: On-site

Description

PIVOT INTERIORS

Our organization includes a strategic team of big thinkers and creatives who truly work interdependently. Whether planning our Customer Experience program, developing multi-pronged marketing strategies, or designing projects for our innovative clients, we are constantly finding ways to underscore our promise to partner with our clients to make inspiring spaces that unlock their people's greatest potential. The pace is fast, the learning is constant…but as part of a team this driven, the possibilities are endless.

Your Role at Pivot

As Operations Coordinator 1, you will be responsible for all Service Operations work-order transfers into the Company's scheduling software and for soft scheduling orders and projects. You will ensure orders are ready to dispatch and report blockers and work with team to ensure success of dispatch. The work you do is highly nuanced and requires a strong attention to detail with ability to effectively coordinate and communicate between a multitude of internal parties.

In Addition, You Will

• Transfer work orders in order of importance, "soft" schedule the work, notify relevant stakeholders via business systems, and enter all corresponding work order details and documents within 8 hours of receipt.
• Review all project particulars including labor PO, hours, etc. prior to scheduling ensuring the project will be executed correctly. Follow up with internal departments for missing project details as needed.
• Collaborate as necessary with key stakeholders to ensure the project succeeds.
• Print all required paperwork for installation staff including work orders, prints, and field paperwork.
• Create product pull lists for the warehouse staff and Receiving Coordinator.

• Perform other duties or special projects assigned.

We're Excited About You If You Have

• A high school diploma or GED and up to 1-2 years of related experience; or equivalent combination of education and experience.
• Knowledge of commonly used concepts, practices, and procedures within field. Rely on instructions and pre-established guidelines to perform the functions of the job.
• Operations database experience, previous working experience with Microsoft Word, Excel and experience creating and saving PDFs.
• High attention to detail along with strong organization skills.
• An established understanding of the sequencing of operations required to execute projects.
• Ability to efficiently multi-task, continuous follow through methodology, keen ability to research and learn new things, excellent written and verbal communication skills.

SUPERVISORY RESPONSIBILITIES

This position has no direct supervisory responsibilities.

LANGUAGE SKILLS

Ability to read, speak and write in English. Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports and business correspondence. Ability to effectively present information and respond to questions from groups of managers, clients, other employees of the organization, and the public.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, area, and circumference. Ability to reconcile project costs comparing original budget versus actual. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret an extensive variety of instructions furnished in written, oral, diagram, or schedule form, and deal with several abstract and concrete variables.

CERTIFICATES, LICENSES, REGISTRATIONS

None.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, talk, or hear, use hands to finger, handle, or feel, and operate a computer keyboard, mouse, and telephone handset and dial. The employee frequently is required to stand, walk, and reach with hands and arms. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be provided to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions and moving mechanical parts. The noise level in the work environment is usually moderate.

Equal Opportunity Employerminorities/females/veterans/individuals with disabilities/sexual orientation/gender identity.

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