Your new responsibilities The first 3 letters in workplace safety are Y-O-U!
We have an exciting opportunity for an Office Coordinator to join the O'Keefe Elevator team in Des Moines, IA. O'Keefe Elevator joined the thyssenkrupp family on July 1, 2019 and is in the integration phase. In this role, you will be part of this journey to introduce our systems and processes to the team.
As a former distributor, O'Keefe is already familiar with thyssenkrupp and its products. They've been operating as a separate business for the last year while we worked on the technology and integration plan. Over the next 12-months, we have a systematic plan to introduce them to our standardized processes, initiatives, and career opportunities. You'll work day to day with the O'Keefe team, while also driving change management and integration.
Essential Functions
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 completed booking packages from sales; reviews booking package for terms and conditions pertaining to certified payroll, NIM warranty and any other pertinent terms
Prepares project file, truck folder, mechanic folder and Letter One Package using the booking packages provided by sales
Reviews distributor report for ship dates and updates JobSight. Includes reviewing the file to determine appropriate permits needed, preparing the permits, and preparing the intent to install forms to obtain the permit
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 operations meetings and monthly order management calls
Fields calls from customers regarding status of jobs and answers inquiries
Participates in the monthly A/R conference call with Regional Collections
Actively pursues and follows-up on A/R items. Tracks and sends deposit checks to Regional Collections
Assists in the preparation of payroll in JobSight for Superintendent approval
Includes providing documentation required for payroll processing; and filing original expense receipts
Submits warranty claims and accurately tracks to ensure timely processing of the warranty
Creates parts requisitions based on accurate and detailed documentation from field and/or operations management
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
Performs Install Base maintenance as needed. Creates safety inspection tickets.
Updates on-call lists, sends detailed notification to TK Communications daily
Checks technicians in/out, sends down car listing and communicates information to Regional Dispatch and supervisors
Provides status to NTL and customers on open work orders, and completed callbacks. Updates PM ticket with the monthly work order #
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
Creates safety inspection tickets
What we look for
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
Some elevator repair administrative work
Oracle database knowledge
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions