Operations Coordinator- New Installation (Boston)

TK Elevator; Westwood (MA); On-site; USD 53,000 - 85,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

Flexible spending accounts (FSA) / HSA

Disability insurance

Life insurance

Spouse and dependent life insurance

Identity theft monitoring

Pet insurance

Employee Assistance Program (EAP)

Tuition reimbursement

401(k) Retirement Savings Plan with 5%

Paid vacation days

11 paid holidays per year

Paid sick leave

Paid parental leave

Job summary

TK Elevator in Boston, MA is seeking an experienced Operations Coordinator- New Installation to support the branch New Installation operations. The role centers on coordinating administrative tasks to keep projects running efficiently and cost effectively.

Responsibilities include handling booking packages, JobSight updates, permits, turnover approvals, payroll data entry, change orders, and attendance at weekly operation meetings. The position offers growth within a global elevator company.

Qualifications

• Six months to one year of prior experience in construction

Responsibilities

• Review booking packages for terms and conditions pertaining to certified payroll, NIM warranty and other terms
• Enter and file Booking package into JobSight, update key members and customer contact information
• Create and send Letter One package to customer and task Manager/Superintendent to follow up
• Prepare permits and intent to install forms to obtain permits
• Manage turnover approvals and maintain accurate calendars in JobSight
• Input final acceptance forms into JobSight and notify relevant personnel
• Prepare and logs change orders in JobSight and follow up on outstanding items
• Assist in payroll preparation in JobSight for manager/superintendent approval
• Attend weekly operation meetings and monthly order management calls

Skills

Administrative coordination

Attention to detail

Communication skills

Education

High school diploma or GED

Technical certificate (college/technical school)

Tools

JobSight

Job description

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 analyzes 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

What Makes Us Special

At TK Elevator, we offer more than just a role, we offer a place to grow, thrive, and make an impact.

Salary range: $52,9000- $84,6000. The role offers an annual incentive program.

Provided they meet all eligibility requirement under the applicable plan documents, employees will be offered

• 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 [e-mail] or call 1-844-427-5461.

Important note: TK Elevator is committed to a prejudice-free and diverse working environment with equal opportunities. We welcome applications from everyone we continously work towards an inclusive and barrier-free reality. Please do reach out to us and we will work on individual solutions tailored to you.

Who We Are

TK Elevator (TKE) is a world-leading innovator in vertical transportation and urban mobility. From engineering and installation to maintenance and digital transformation, we support all mobility systems, elevators, escalators, walkways, stairlifts and boarding bridges on any platform, at any time. With digital platforms like AGILE and the IoT platform MAX, we enable smarter, safer urban movement.With more that 50,000 employees, and 1,000+ global support centers, we are moved by what moves people.

TKE – Move Beyond.